Category Sidebar

The left sidebar lists your categories and subcategories (teams) with headshot counts. Click a category to filter the grid. Drill into subcategories to see just one team. The sidebar also shows status shortcuts to filter by Indexed, Pending, or Failed.

Right-click a category or subcategory in the sidebar to rename or delete it. On desktop, drag the vertical handle between the sidebar and the grid to resize. On mobile, tap the menu icon to slide the sidebar open.

Toolbar

The toolbar across the top of the grid provides:

• •Add Person, opens the upload modal to add one or more new people.
• •Search, type a name to filter headshots across all categories.
• •Sort, switch between newest first, alphabetical, or jersey number.
• •Grid / List view toggle, choose your preferred layout.
• •Thumbnail size slider, adjust card size in grid view.
• •Select All / Deselect, toggle selection of all visible headshots.

Selecting Headshots

Selection works the same way as the Photo Browser:

Bulk Actions

With one or more headshots selected, the toolbar shows bulk action buttons:

• •Move to Category, reassign selected people to a different category and team.
• •Delete, permanently remove selected people, their reference photos, and all match history.

Upload Panel

Click "+ Add Headshots" to open the upload panel on the right side of the screen. The panel walks you through a three-step flow:

1. 1

   Select Category & Subcategory

   Choose the category and subcategory (team) these headshots belong to. You can also create a new category or subcategory inline, including setting a Display Name for photo tags. This selection pre-fills each headshot you add in the next step.
2. 2

   Add Photos

   Click to select files or drag-and-drop images. The panel accepts JPEG, PNG, and WebP. You can add multiple files at once, each becomes a separate person entry. If the images contain XMP metadata (PersonInImage), names are auto-filled.
3. 3

   Review & Submit

   Each headshot shows its preview, auto-filled name, and the category/subcategory you chose in Step 1. Edit names, jersey numbers, positions, or reassign individual photos to a different category or subcategory if needed, then click Upload. The system uploads each headshot, detects the face, and generates a face embedding. Status updates from "Pending" to "Indexed" shortly after.

Bulk Import by Folder

Drag an entire folder of headshot images onto the upload area. The system reads each filename as the athlete name (e.g., Tyler_Brooks.jpg → "Tyler Brooks"). Review and correct names on the confirm step before uploading.

Why Reference Photos Matter

Adding Reference Photos

There are two ways to add references, from the People page or directly from gallery photos during review.

Method 1: From the People page

1. 1

   Open View Details

   Click the three-dot menu (⋮) on any person card and select "View Details".
2. 2

   Click "+ Add Reference"

   In the Reference Photos section at the bottom of the modal, click the button.
3. 3

   Choose a photo type

   Select the condition: Helmet On, Sideline, Action Shot, Sunglasses, or Other. Adding a reference from inside a gallery instead offers a Headshot option as well; this panel does not.
4. 4

   Upload photos

   Click "Choose Photos" to select images. You can upload multiple at once, they all get tagged with the selected type.
5. 5

   Wait for indexing

   Each photo is automatically processed for face detection and embedding. The status changes from "Pending" to "Indexed" shortly after.

Method 2: From gallery photos during review

While reviewing photos in the Gallery Browser, you can turn any gallery photo into a reference, no file upload needed. This is ideal when you spot a clear shot of an athlete during your normal review workflow.

1. 1

   Click "+ Add as Reference Photo"

   Below each photo card's tag input, click the link to open the reference modal.
2. 2

   Select face and person

   Pick which detected face to use (if multiple), then search for and select the person.
3. 3

   Choose photo type and confirm

   Classify the reference type and click "Add Reference".

Recommended Reference Photo Types

How Reference Matching Works

When a gallery is processed for facial recognition, the AI compares each detected face against all indexed embeddings, both the primary headshot and any reference photos. The system uses whichever reference produces the highest similarity score. This means adding a helmet-on photo for a football player lets the AI compare helmet-on game photos against a helmet-on reference, which is far more accurate than comparing against a bare-face headshot.

• •Each reference photo generates an independent face embedding.
• •During matching, all embeddings for a person are searched simultaneously.
• •The highest similarity score across all references is used.
• •Reference photos supplement the primary headshot, they don't replace it.
• •You can add as many reference photos as needed per person.

The one-click route, and what it assumes

Inside a photo, a tagged person's row has a Use as referencetoggle. It is the fastest way to add one, and it files the reference as Action without asking. If the condition matters, a helmet shot, sunglasses, add it from the panel here or from the gallery's full reference dialog so you can set the type yourself.

Managing References

• •View all references in the person's View Details modal.
• •Each reference shows its type badge (Helmet On, Sideline, etc.) and index status.
• •Hover over a reference and click ✕ to remove it from matching.
• •Removing a reference deactivates it, the image file is preserved in storage.

Managing Categories

Categories and subcategories are managed from the Organization dashboard under "Face Categories." Everything is edited inline, no pop-ups required:

• •Click the edit icon on a category row to rename it inline.
• •Click the + icon on a category row to add a new subcategory with a name and optional Display Name.
• •Click the edit icon on a subcategory row to change its name or Display Name inline.
• •Click the trash icon to delete, a confirmation dialog will appear.
• •New categories (with an optional first subcategory) can be added at the top of the list.
• •Categories and teams also appear in the left sidebar of the People page for quick filtering.
• •A "General" category is created automatically if none exists.

How scoping works

A subcategory is what you assign to a gallery. When creating or editing one you can select one or more subcategory scopes, and during processing only people in those subcategories are searched.

• •Scoped galleries get better jersey-only matching, because there is less ambiguity about who a number belongs to.
• •Unscoped galleries search each indexed headshot in the organization.
• •Recognition Mode defaults to Scoped. Inside it, a gallery with no teams picked matches all indexed athletes, unless its folder is set to None, in which case it is not processed until a roster is set.

Display Names

Each subcategory has an optional Display Name. When set, the Display Name is what appears on photo tags, badges in the gallery browser, and the photo edit modal, instead of the subcategory name. This is useful when subcategory names are technical (e.g., "2025-26") but you want a friendlier label on photos (e.g., "Cal Football"). If no Display Name is set, the subcategory name is used everywhere.

Roster Matching in Galleries

When you assign teams to a gallery (in Gallery Browser → gallery settings), facial recognition only searches athletes from those teams. This keeps results focused, a football gallery won't try to match against basketball players, and vice versa.