Question 1

What is betterPortrait?

Accepted Answer

betterPortrait is Switzerland’s leading platform for managing and creating employee headshots without a photographer. Its core is automated image processing, transforming a smartphone photo into a professional headshot within minutes – reliably and consistently. The platform also offers features like digital onboarding photo collection, ready-to-use integrations with HR, CMS, and storage systems, as well as process automation.

Question 2

Who is behind betterPortrait?

Accepted Answer

betterPortrait was founded by Swiss entrepreneurs Pascal Josephy, Luca Tschudi, and Jérôme Huber.

Question 3

Does betterPortrait use artificial intelligence (AI) for headshot creation?

Accepted Answer

The final headshot is not artificially generated – it is an enhanced version of the uploaded smartphone photo. Behind the scenes, our algorithm uses the latest generative models, some of which we have trained ourselves. We are actively involved in research in this field and continuously improve our algorithm.

Question 4

Can I try betterPortrait before committing?

Accepted Answer

Yes, we’re happy to set up a test account for you and guide you through the system in a personal demo.

Question 5

What happens if betterPortrait is discontinued?

Accepted Answer

Given current demand, this scenario is highly unlikely. But if it ever happens: all edited headshots are entirely your property and can be downloaded at any time for continued use.

Question 6

What does digital onboarding mean?

Accepted Answer

Digital onboarding is our streamlined process that allows your employees to submit their headshot themselves. They receive a personal email invitation and are guided step by step through the process. The web app is intuitive, customized with your branding, and supports individual styling guides. We automatically check the image quality and reject poor submissions.

Question 7

Who takes the employees’ smartphone headshots?

Accepted Answer

There are two options: Either one or more central people on site (e.g. from HR or Marketing) take the photos – for example on the first day or via individual appointments. Or employees receive a personalized email with a secure upload link before their first day and upload their own photo. In this case, betterPortrait handles communication and reminders – until the photo is uploaded.

Question 8

Do employees need to download an app?

Accepted Answer

No, betterPortrait works entirely via a web app. Employees receive a link by email or SMS and can upload their headshot directly in the browser – no installation required.

Question 9

Can you work with any photo?

Accepted Answer

Generally, yes. However, the better the uploaded image is, the better the final processed version will be. We therefore recommend using a smartphone that is not older than two years to take the photo.

Question 10

What happens if the uploaded photo doesn’t meet the requirements?

Accepted Answer

Before a photo can be uploaded, we automatically and securely check its quality. If it doesn’t meet the requirements (e.g. due to blur, poor lighting, or other issues), it is rejected. Each company can define its own specific requirements. Our clients have consistently reported great results with the photos submitted by their employees.

Question 11

What happens if employees don’t upload a photo?

Accepted Answer

We send periodic reminders via email, SMS, and WhatsApp until a photo is uploaded. If your company allows headshots to be optional, employees can indicate that they prefer not to upload a photo.

Question 12

Can I automate the invitation process?

Accepted Answer

Yes, you can define custom rules for sending digital onboarding invitations. In most companies, the invitation is sent 30 days before the employee’s first working day. If betterPortrait is connected to your HR system, the process runs fully automated in the background.

Question 13

Do all headshots need to be created at the same time?

Accepted Answer

No. betterPortrait gives you maximum flexibility and adapts to your schedule and needs. With dashboard access, headshots can be updated, uploaded, or requested from employees at any time.

Question 14

What is a preset?

Accepted Answer

At betterPortrait, a preset is a template for automated image processing. It defines aspects like the format (aspect ratio) of the headshots, the resolution and pixel density, the background used, and the type of retouching applied.

Question 15

Can multiple presets be saved?

Accepted Answer

Yes – you can define as many presets as needed, each with its own format, crop, and background.

Question 16

Can presets be created or changed later?

Accepted Answer

Yes! Existing photos can be automatically processed in new presets at no additional cost.

Question 17

Are the images still edited by a human?

Accepted Answer

The images are initially processed fully automatically. For individual requests, there's a comment feature in the dashboard. On request, our professional photographers will manually refine the headshots – as often and as precisely as needed, until you're satisfied. At no additional cost.

Question 18

How long does it take until the final headshot is available?

Accepted Answer

Depending on server load, processing usually takes between one and five minutes.

Question 19

What if I’m not satisfied with the editing?

Accepted Answer

A comment function is available in the dashboard for individual requests. If desired, our professional photographers will manually retouch the headshot – as often and as detailed as needed until you're satisfied. At no extra cost.

Question 20

What distinguishes betterPortrait from AI headshot generators?

Accepted Answer

The key difference: betterPortrait edits real photos, while AI headshot generators create completely new, artificial images. With betterPortrait, you see the real person – with all individual characteristics and authentic expression. AI-generated images can appear unnatural and often show a "perfected" version that doesn't match reality. Our technology professionally enhances your photos without compromising authenticity.

Question 21

Why are betterPortrait photos not AI-generated images?

Accepted Answer

betterPortrait uses AI exclusively for image editing – not for image creation. This means: Your uploaded photo remains the foundation. The AI optimizes lighting, removes backgrounds, improves skin tones, and ensures a consistent appearance. However, it does not "invent" new facial features or characteristics. The result is an authentic, professionally edited photo of the real person.

Question 22

Are all my employees edited equally?

Accepted Answer

Yes, this is one of the biggest advantages of betterPortrait. Through defined presets, all photos are edited according to exactly the same parameters. Whether the photo was taken in the office, at home, or on the go – the result is always consistent. Same background, same coloring, same style. This creates a uniform appearance across all employee photos.

Question 23

What does post-processing mean?

Accepted Answer

Post-processing is our service for standardizing and importing existing employee headshots using our algorithm. This allows us to reuse thousands of existing photos and often improve their quality.

Question 24

Can I upload and enhance existing images?

Accepted Answer

Yes, existing headshots can be uploaded to the system and optimized or standardized with a consistent background. We call this “post-processing.” A minimum image quality is required for successful post-processing.

Question 25

What are the requirements for existing images for post-processing?

Accepted Answer

For optimal results, the face area should be at least 400 pixels wide. The higher the resolution and the better the image quality, the better the processed portrait will be.

Question 26

How does the import work for post-processing?

Accepted Answer

The import is very simple: You upload an Excel file with the master data and a ZIP archive with the images. The assignment is done automatically via the filename – this allows thousands of images to be imported efficiently.

Question 27

How long does post-processing take for many images?

Accepted Answer

We need about 2 minutes per image for processing. For larger quantities, it typically takes 1-2 business days for up to 1,000 images. This allows even extensive image databases to be processed efficiently.

Question 28

What does the photo station consist of?

Accepted Answer

The photo station consists of a high-quality wooden enclosure with an integrated professional DSLR camera, an iPad for user guidance, and optimized lighting. This combination enables studio-quality shots – without a photographer.

Question 29

What is needed for the photo station?

Accepted Answer

The photo station requires only a little space: about 1 meter distance between the station and the chair for the person being photographed. Additionally, a power supply is needed. That's all – the photo station is compact and fits in almost any office.

Question 30

How does the photo station operation work for employees?

Accepted Answer

The operation is very simple: Employees register on the iPad with their employee number, follow the instructions on the screen, and take their photo. The image is automatically transferred to your betterPortrait dashboard and can be edited and exported there as usual.

Question 31

What image quality does the photo station deliver?

Accepted Answer

The photo station delivers high-quality images comparable to a professional photographer – thanks to the DSLR camera and optimized lighting. The images are then uniformly processed by our AI, just like all other employee photos in your system.

Question 32

Who installs and maintains the photo station?

Accepted Answer

betterPortrait takes care of everything: We deliver the photo station directly to you and handle the complete installation. During operation, an automatic alert system notifies us immediately of any malfunctions. Maintenance is simple and straightforward – you don't have to worry about anything.

Question 33

Can the photo station be used without internet connection?

Accepted Answer

No, the photo station requires an active internet connection. Images are transferred directly to your betterPortrait dashboard after capture. An offline mode is not available – so make sure WiFi or a LAN connection is available at the photo station location.

Question 34

How much does the photo station cost?

Accepted Answer

The photo station is available as a monthly rental and is billed in addition to your existing betterPortrait subscription. This keeps you flexible and allows you to return the photo station if needed. Contact us for a customized quote.

Question 35

What is a dynamic group photo?

Accepted Answer

A dynamic group photo is an image that we compose from various individual photos. This creates a professional team photo without everyone needing to be present at the same time.

Question 36

How are the portraits assembled into a group photo?

Accepted Answer

We have a cutout version of each person's portrait and use these dynamically for the composition. This allows us to harmoniously combine the individual images into a group photo.

Question 37

How does the group photo stay current?

Accepted Answer

The group photo always uses the most recent photo of each person. When an individual portrait changes, every group photo containing that person updates automatically. This way, your team photo is always up to date.

Question 38

Can I customize the group photo layout?

Accepted Answer

Yes, we offer various layout options. For example, heads side by side, with upper body, in different arrangements and with different backgrounds – matching your corporate design.

Question 39

Can the finished employee headshots be exported?

Accepted Answer

Absolutely! Either via bulk download in the dashboard or automatically through export to a SharePoint folder or similar. This way, you have all portraits available in your usual environment. The filename format can be customized, for example to include your internal employee ID.

Question 40

Do employees also receive their headshot?

Accepted Answer

Yes, after processing, employees receive their headshot. They can also download it anytime via the employee portal.

Question 41

Can employees upload a new headshot at any time?

Accepted Answer

If an employee wants to update their headshot, they can request it via the employee portal. Company administrators can approve the request manually or, depending on settings, it can be accepted automatically. The employee then receives an invitation to upload their headshot via the digital onboarding process.

Question 42

Can headshots also be deleted?

Accepted Answer

Yes, headshots can be deleted at any time by authorized users. The data is completely removed.

Question 43

What happens when an employee leaves the company?

Accepted Answer

We apply company-specific deletion policies. By default, all employee data and headshots are permanently deleted from our servers 30 days after the employee leaves. This ensures compliance and gives you full control over your image data.

Question 44

Can betterPortrait be integrated with my existing systems?

Accepted Answer

Yes, we offer ready-made integrations for common HR systems (Abacus, Personio, etc.) and storage providers (SharePoint, Google Drive, FTP, etc.). Custom integrations are also possible at any time via our open API.

Question 45

Can betterPortrait be connected to my website?

Accepted Answer

Absolutely. Each employee headshot comes with a public URL that can be linked directly in your CMS. We also offer plugins and components for most common CMS and frontend frameworks.

Question 46

How does the integration of betterPortrait work?

Accepted Answer

First, we define your presets (backgrounds, formats, etc.), workflows (who uploads the smartphone photos?), and texts (for emails and SMS to your employees).

Next, we set up your dashboard and import any existing photos, which can be standardized through our post-processing.

Finally, we hand over the dashboard and connect any external systems (HR tools, websites, etc.).

Question 47

How long does it take to integrate betterPortrait?

Accepted Answer

betterPortrait is a cloud-based software and can be used immediately. A typical integration project takes between two and four weeks, depending on complexity.

Question 48

Which CMS systems are supported?

Accepted Answer

betterPortrait can be integrated with virtually all common content management systems. This includes WordPress, TYPO3, Drupal, Joomla, Contao, and many more. Integration is done via our API or through manual export functions. Our team is happy to assist you with setup and will adapt the connection to your specific requirements.

Question 49

Is betterPortrait GDPR compliant?

Accepted Answer

Yes, betterPortrait is fully compliant with the EU General Data Protection Regulation (GDPR) as well as the Swiss Data Protection Act (nDSG). We conclude a Data Processing Agreement (DPA) with every customer, which contractually regulates data protection-compliant processing.

Question 50

Does betterPortrait offer a Data Processing Agreement (DPA)?

Accepted Answer

Yes, a Data Processing Agreement (DPA) is concluded with every customer. This contractually regulates the data protection-compliant processing of your data. Upon request, we can adapt the agreement to your specific requirements.

Question 51

Where are betterPortrait’s servers located?

Accepted Answer

Our servers are located in Zurich, Switzerland.

Question 52

Where are the headshots stored?

Accepted Answer

All photos are stored on servers located in Switzerland. Upon request, we can automatically delete both the original smartphone photo and the edited version after you have downloaded them.

Question 53

Are my images used for AI training?

Accepted Answer

No, never. Your images are used exclusively for editing your portraits and are never used for training AI models. After the agreed retention period expires, all data is completely deleted.

Question 54

Who owns the rights to the photos?

Accepted Answer

You retain 100% of the usage and copyright. When employees upload their own photos, we ensure they give consent via a checkbox. We only process the headshots you or your team have uploaded.

Question 55

Who has access to the headshots?

Accepted Answer

Only authorized individuals within your company have access to the headshots and master data. Access can be managed individually within the dashboard. If the images are embedded on the website, only the processed versions of the selected presets are publicly accessible.

Question 56

How secure is my data with betterPortrait?

Accepted Answer

Very secure. We take data security seriously and conduct regular audits of our infrastructure. All data is processed in compliance with Swiss nFADP and the GDPR and stored in Switzerland. Access is encrypted and managed using role-based permissions.

Question 57

How long is my data stored at betterPortrait?

Accepted Answer

The storage duration depends on your contract and legal requirements. By default, employee photos are stored as long as the employee is active in the company. After departure, data can be deleted immediately upon request. All temporary processing data is automatically removed after processing. As a customer, you always have full control over your data and can export or have it deleted at any time.

Question 58

How does employee consent work?

Accepted Answer

During digital onboarding, employees must actively give their consent for photo usage before they can upload an image. The consent form can be customized to meet your company's specific needs. All consents are documented in an audit-proof manner and can be viewed or revoked at any time. This keeps you legally compliant.

Question 59

What are the ongoing costs of using betterPortrait?

Accepted Answer

We offer a transparent pricing structure. Our service costs consist of two parts: an annual license fee based on the number of managed images (typically tied to company size), and a per-image processing fee, usually related to employee turnover. This gives you full cost clarity from the beginning.

Question 60

How much does betterPortrait cost compared to a photographer?

Accepted Answer

Significantly less. Typically, betterPortrait is about 10 times more affordable compared to the cost of a professional photo shoot for a single employee including retouching.

Question 61

How much does betterPortrait cost compared to a photo booth?

Accepted Answer

betterPortrait is usually comparable in cost to a basic photo booth. On top of that, it offers full flexibility: photos can be taken anytime and anywhere, quality is enhanced by our algorithm, and custom styling guides can be integrated into the web app.

Getting Started & Basics