How to Bulk Upload and Automatically Match Profile Photos to Users

The Bulk Photo Uploader allows you to upload multiple profile photos at once and automatically match each image to the correct user based on its filename.

During the upload, you can also resize and crop the images, configure accessibility text, and add an optional clickable link.

Before you begin

Make sure every person receiving a profile photo has already been added as a user in your Workspace.

The system can only automatically match an image when:

• The corresponding user already exists.
• The image filename matches the user’s name.
• The filename follows one of the supported naming formats.

Step 1: Prepare your image filenames

For the most reliable matching, name each image using the user’s first and last name separated by a hyphen:

firstname-lastname.jpg

For example:

alexa-smith.jpg
brayden-peterson.png

Both .jpg and .png image files are supported.

Alternative naming formats

The Bulk Photo Uploader can also recognise the following formats:

firstname_lastname.jpg
firstnamelastname.jpg
flastname.jpg
firstnamel.jpg
firstname.jpg

These formats represent:

• firstname_lastname.jpg — first and last name separated by an underscore.
• firstnamelastname.jpg — first and last name with no separator.
• flastname.jpg — first initial followed by the last name.
• firstnamel.jpg — first name followed by the last initial.
• firstname.jpg — first name only.

The filename must match the user’s name as it appears in your account for automatic matching to work correctly.

Step 2: Open the Bulk Photo Uploader

From your Workspace:

1. Open Design Tools.
2. Select Bulk Photo Uploader.
3. Click Import Profile Photos.

You can then select and upload multiple profile images at once.

Step 3: Rename images when required

Your image filenames do not need to be prepared perfectly before uploading.

The built-in Bulk Rename Tool allows you to:

• Preview proposed filename changes before applying them.
• Rename multiple images at once.
• Update filenames to match the required naming convention.

Review the proposed changes carefully to make sure each image will be matched to the correct user.

Step 4: Configure the image settings

Before completing the upload, you can apply consistent settings to every image in the batch.

Image width and height

Enter the dimensions that should be used for the uploaded profile images. The system will automatically resize the images to these dimensions.

Crop style

Choose whether the images should use a:

• Circle crop
• Square crop

This helps keep profile photos consistent throughout your email signature designs.

Alt text

Add alternative text for the profile images to improve accessibility.

Link URL or data tag

You can optionally make the profile images clickable by adding a destination URL - or you can make all user profile photos link to the user's unique values using a data tag. For example, if you would like each profile image to link to the user's own email address, add "mailto:{{data.u.email.link}}" as the data tag.

Step 5: Upload and process the photos

Complete the upload after reviewing the filenames and image settings.

The system will automatically:

1. Process each image.
2. Apply the selected dimensions and crop style.
3. Compare the image filename with your existing users.
4. Match the image to the corresponding user.
5. Face-center the image.
6. Apply the configured alt text and optional link or data tag link.

Troubleshooting automatic matching

If an image is not matched to a user, check the following:

• The user was created before the images were uploaded.
• The filename matches the user’s name in your account.
• The filename uses one of the supported formats.
• There are no spelling mistakes or unexpected characters in the filename.
• The correct photo was selected during the bulk renaming process.

For best results, use the standard firstname-lastname.jpg format wherever possible.