---
title: "Adding headshots to email signatures"
slug: "how-to-add-headshots-to-email-signatures"
description: "Add employee headshots to Opensense signatures from your directory, or upload them named by username, one at a time or in bulk, with a default photo."
updated: 2026-10-14T00:00:00.000Z
canonical: "https://help.opensense.com/docs/how-to-add-headshots-to-email-signatures"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.opensense.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Adding headshots to email signatures

## Overview

Before you can add headshots to a signature, the signature's HTML code must include a headshot placeholder. If you have any questions, contact [help@opensense.com](mailto:help@opensense.com).

You can make the image inline, which changes how images are delivered. See [Inline vs. hosted images](https://help.opensense.com/docs/in-line-vs-hosted-images).

There are three ways to get headshots into signatures: automatically from your directory, from directory thumbnails, or by uploading them to Opensense.


## Directory (automatic) headshots

Contact [help@opensense.com](mailto:help@opensense.com) for more information.

## Headshots using directory thumbnails

A URL in your signature design automatically pulls an image associated with an employee from your directory. If there's no headshot, you can either collapse the photo placeholder in the signature, or fall back to a photo file named `default_photo` in the Opensense image repository.

The link pulls images in this order:

1. Image bucket: `username.png`
2. Image bucket: `username.jpg`
3. Google or Microsoft 365 profile photo
4. Image bucket: `default_photo.jpg`

For help using this URL, or with any questions, email [help@opensense.com](mailto:help@opensense.com).

## Upload headshots into Opensense

### Preparing the image files

Prepare your image files as JPEG, JPG, or PNG files.

- Name each user's headshot with their username. **File names must be all lowercase letters.**

  ![An image named corey.smith.png in the asset list, with the file name highlighted at the end of its image URL](https://help.opensense.com/media/image-1761325307179-4a4239b83c13.png)

- Name the default photo, which appears if no headshot is found, `default_photo`.

  ![An image named default_photo.png in the asset list, with the file name highlighted at the end of its image URL](https://help.opensense.com/media/image-1761325347786-66792f9e51bb.png)


### Uploading the headshots

Upload headshots one at a time, or in bulk, with the same naming rules.

1. Go to **Manage** > [**Assets**](https://app.opensense.com/beta/manage/assets), on the **Images** tab.
2. Select **New Image** in the upper-right corner.
3. Select **Single Upload** to upload one headshot, or **Bulk Upload** to upload several at once.

![The New Image window on the Assets page, with the Single Upload and Bulk Upload options](https://help.opensense.com/media/screenshot-202025-10-24-20at-201-06-53-e2-80-afpm-319f4e40cdd8.jpg)

:::note[Classic UI]
In the classic Opensense UI:

1. Open the **Marketing** menu, and select **Images**.
2. Select the green **+ Add New Image** button in the upper left.
3. In the box that appears, select the purple **Upload Image** button.
4. Upload the user's headshot image.
5. When it's uploaded, select **Save**. The headshot now appears in your image bucket.
:::


## What's next

- [Fixing a white background behind your Microsoft 365 headshot](https://help.opensense.com/docs/why-some-microsoft-365-headshots-show-a-white-background)
- [Hidden fields (Liquid templates)](https://help.opensense.com/docs/hidden-fields-new-liquid-templates)

For further help, contact Opensense Support at [help@opensense.com](mailto:help@opensense.com).