Team Settings

Team settings allow you to customize how your organization uses HeadshotPhoto.io. This guide covers all available settings and options.

Accessing Settings

To access team settings:

1. Go to your Team Dashboard
2. Click Settings in the sidebar
3. You'll see all configurable options

Organization Details

Team Name

Update your team's display name:

• Shown in member invitation emails
• Displayed on the team dashboard
• Visible to all team members

Best practice: Use a recognizable name like your company name or department.

Description

Add or update your team description:

• Included in invitation emails
• Helps members understand the purpose
• Optional but recommended

Example descriptions:

• "Q1 2024 company-wide headshot refresh"
• "Marketing team professional photos"
• "New hire onboarding headshots"

Website

Add your company website URL:

• Adds credibility to invitation emails
• Helps members verify legitimacy
• Optional field

Notification Settings

Configure email notifications for your team:

Member Completion Notifications

Get notified when members complete their headshots:

This is useful for:

• Tracking progress in real-time
• Following up with members quickly
• Knowing when headshots are ready for download

Invitation Reminders

Automatic reminders for members who haven't accepted:

When enabled:

• Reminders sent after configurable delay
• Only sent to members still in "Invited" status
• Stops after member accepts or is removed

Team Administrators

Managing Managers

View and manage users with Manager role:

• See all current managers
• Remove manager access
• Managers can't remove the team owner

Adding Managers

Promote a member to manager:

1. Go to Members
2. Find the member
3. Change their role to Manager

Removing Managers

Demote a manager to member:

1. Go to Settings → Administrators (or Members)
2. Find the manager
3. Click Remove from admin list or change role

API Access

For organizations that want programmatic access:

API Key

Your team has a unique API key for integrations:

1. Go to Settings
2. Find API Key section
3. Click Show API Key to reveal
4. Copy for use in integrations

API Documentation

API documentation for programmatic team management will be available in a future update. Current API features include:

• Bulk member invitation
• Member status queries
• Transaction history

Danger Zone

Settings that require extra caution:

Regenerate API Key

If your API key is compromised:

1. Click Regenerate API Key
2. Confirm the action
3. Update all integrations with the new key
4. Old key stops working immediately

Delete Team

To permanently delete your team:

1. Click Delete Team
2. Type your team name to confirm
3. Click Delete Permanently

Before deleting:

• Download all headshots you want to keep
• Ensure no active members need access
• Consider exporting member data

Best Practices

Regular Settings Review

Periodically review your settings:

• Update description for new initiatives
• Adjust notification preferences as needed
• Audit manager list for appropriate access

Security Hygiene

Protect your team:

• Limit manager access to those who need it
• Rotate API keys periodically
• Review member list for unauthorized access

Documentation

Keep your team informed:

• Update description when purpose changes
• Document API key usage internally
• Maintain list of managers and their responsibilities

Troubleshooting

Not Receiving Notifications

If you're not getting email notifications:

1. Check notification settings are enabled
2. Verify your email address is correct
3. Check spam/junk folders
4. Contact support if issues persist

Can't Access Settings

If you can't access settings:

1. Verify you have Manager or Owner role
2. Check you're viewing the correct team
3. Try logging out and back in
4. Contact team owner if access is needed

API Key Issues

If your API key isn't working:

1. Verify you're using the correct key
2. Check key hasn't been regenerated
3. Ensure proper API authentication format
4. Contact support for API-specific issues