You’ve created your Say Cheese event and shared the QR code. Guests are starting to scan, join, take photos and maybe record short video clips. All of that content flows into your event – but nothing has to go public until you decide.
This guide shows you, step by step:
how guest photos and clips arrive in your gallery,
how you review, approve or reject them,
what Jill (desktop) and John (phone) see on their side, and
how you turn the approved gallery into a live slideshow on screens.
You can use exactly the same flow for weddings, corporate events, birthdays, sports tournaments, festivals, school events and more.
1) Check the event status and open Manage Gallery
After sharing the QR code and link, come back to your event page.
Under the event name you can see:
Status of the event (Live / Ended)
Time of the event left
Number of active guests / participants
This tells you at a glance how your event is doing.
When you’re ready to look at what guests are sending, click Manage Gallery on the top-right of the event page.
2) First look: an empty Event Gallery, but uploads incoming
Inside Manage Gallery, at the very beginning, the Event Gallery is still empty. That’s normal.
What you see now is the organiser’s overview:
Total photos and video clips (beta) uploaded so far
How many items are Pending
How many are Approved / Rejected
Your remaining media capacity for this event
An Albums area where you can later organise media into different albums / guestbooks
All guest uploads will show under Pending (unless you enabled auto-approval during event creation). The public Event Gallery and slideshow stay empty until you approve something.
3) What guests see when they join (event page & options)
Now let’s switch to the guest side.
When a guest opens the event (by scanning the QR or clicking the Join link), they land either on:
the Event page, or
the Camera page directly,
depending on your “QR redirects to” setting during event creation.
On the event page guests typically see:
The event cover, name and short description
Buttons like Open camera, Upload photos, My Gallery, Event Gallery and My preferences
If the QR currently points to the event page, guests tap Open camera to start taking photos or clips.
They can also tap Upload photos to add existing images from their device – as long as your event settings allow uploads. This is great for guests who already took photos with their phone’s native camera and want to contribute them to the shared gallery.
Guests can also open My preferences to enter their name and email. That helps organisers later identify who contributed what and makes it easier to send them a link to the final gallery.
4) Guests open the camera and start posting (Jill on desktop)
When guests tap Open camera, they see a “Ready to start?” view and then the camera interface.
From there they can:
Take new photos inside Say Cheese, and/or
Use the upload icon to pick existing photos from their device
Let’s imagine Jill is one of the guests using a laptop or desktop browser:
Jill opens the camera.
She takes a few photos and hits Post.
She might also upload 1–2 extra pictures from her files.
As soon as Jill posts, her photos appear in her My Gallery on the event page.
At this moment:
My Gallery (Jill) – shows the photos she has just taken or uploaded.
Event Gallery – still shows nothing, because you haven’t approved anything yet.
5) See Jill’s photos under Pending in Manage Gallery
Back in Manage Gallery, as the organiser, you now see Jill’s photos arriving under Pending.
In this view you can:
Use filters such as Pending, Approved, Rejected, Uploads, Private
Switch between all media, only photos or only clips
See how many items are waiting for review
Jill’s contributions are clearly visible as new cards under Pending.
6) Open media info, check details and approve
To inspect any individual photo or clip:
Hover or tap the item.
Click the info icon (i) or similar to open Media info.
In Media info you see:
Status: Pending / Approved / Rejected
Type (photo / clip), file format, size
Source: Capture or Upload
Timestamp (when it was created / uploaded)
Guest details (name, email) – if the guest filled out My preferences
This is the place where you verify:
Does the photo fit the event rules and vibe?
Was it taken during the event (especially if you use Smart Auto-approve)?
Is it suitable to appear in the public gallery and slideshow?
If everything looks good, you Approve the media. If it’s off-topic or not appropriate, you Reject it.
You can:
Approve / reject one by one for careful curation, or
Select multiple items and approve or reject them in bulk – useful for big events with hundreds of uploads.
As you approve Jill’s photos:
The Pending count goes down.
The Approved count goes up.
These photos start to appear in the Event Gallery (and in the slideshow, if you’ve already set one up).
7) Jill’s view after approval: My Gallery vs Event Gallery
From Jill’s perspective nothing disappears:
Her My Gallery still shows all of her photos (approved or not).
The Event Gallery now starts to show the approved photos from everyone, including hers.
This dual view keeps things clear:
Guests always see what they personally contributed.
Only curated, approved media appears in the shared public gallery.
If you approve new photos while Jill is on the event page, she may need to refresh the page to see the updated Event Gallery (depending on browser and device), but the content is live on your side as soon as you approve it.
8) John joins from his phone and uploads photos
Now let’s add John, another guest – this time on a mobile phone.
John scans the same QR code on a poster or table card:
His phone opens the event page (or camera page, according to your QR redirect setting).
He taps Open camera.
On his mobile camera view he takes several quick photos and posts them.
He may also upload a couple of shots he took earlier that day.
On John’s phone:
My Gallery shows his photos immediately, just like for Jill.
Event Gallery still only shows previously approved content (for example, Jill’s photos) until you approve John’s.
On your organiser side:
John’s photos appear in Manage Gallery under Pending.
You can open Media info, check timestamps and contributor details, then Approve or Reject them.
As soon as you approve, John’s photos are added to the pool of Approved media and appear in the Event Gallery and slideshow.
This shows how Say Cheese handles multiple guests and devices:
Jill on desktop,
John on mobile,
Plus any number of other guests – all feeding into one central moderation queue.
9) Optional: organise media into albums / guestbooks
While you are approving media, you can also start organising it:
Create albums (for example: Ceremony, Party, Behind the scenes, Match Day, Fans, Official Highlights).
Move approved photos and clips into these albums.
Each album can later have its own link and QR code, which is handy if you want to share specific subsets of the event or use them for special slideshows.
This is especially useful for:
Multi-day events
Events with different stages or locations
Separating “official” content from fun behind-the-scenes material
10) Turn the curated gallery into a live slideshow
Once you’re happy with the first batch of approved media, you can put it on a big screen.
On the event page:
Click the ⋯ (three dots) menu on the right.
Select Slideshow settings.
A pop-up opens explaining how the slideshow works:
Only Approved photos and clips are shown.
The slideshow checks for new approved items every few seconds (around 10s).
It’s designed for TVs, projectors, LED walls and similar screens.
You don’t need a new link for each update – the same slideshow URL keeps updating as you approve more media.
11) Slideshow options – what they do
In Slideshow settings you can fine-tune what appears on screen:
Show all approved photos and clips
The slideshow cycles through every approved photo and clip from the event.
Ideal when you simply want everything that passed moderation.
Show only from album
Pick one specific album (e.g. Official Highlights, Match Day, Brand Corner).
Only media from that album is shown.
Great when you want a clean, themed slideshow in some areas, and a different one elsewhere.
Show only photos (exclude video clips)
The slideshow skips all clips and shows images only.
Useful when you don’t want sound or motion (e.g. quiet dinners, conference halls).
Shuffle photos (randomise order)
Media is shown in random order instead of chronologically.
Perfect for long-running displays to avoid repetition and patterns.
Show QR code during slideshow (burn-in protection)
A small QR code appears in the bottom corners from time to time.
Two advantages:
Guests can still join the event by scanning the screen.
Moving overlays help protect against burn-in on static displays.
After you choose your settings:
Click Save.
Copy the slideshow link.
Open it on the device connected to your TV, projector or LED wall.
The slideshow starts immediately and automatically refreshes with new approved content – you don’t need to refresh manually or change the link.
12) 10 ways to use your slideshow (and what you gain)
Here are ten practical scenarios and benefits:
Wedding reception or birthday party
Show a rolling wall of guest moments.
Guests love seeing themselves appear on screen – it keeps them engaged and encourages more uploads.
Company offsite or team-building
Run a slideshow during dinner or wrap-up sessions.
Builds team spirit and gives you ready-made visuals for internal communications.
Sports tournaments and match days
Use albums like Match Highlights and Fans and show them on club TVs.
Players, parents and fans see themselves in real time, and the club gets content for socials.
Conferences and meetups
Display attendee photos in coffee breaks and networking sessions.
Strengthens the sense of community and makes the event feel more alive.
Brand activations and sponsor corners
Combine sponsor logos or frames with User Generated Content on big screens.
Sponsors get immediate visibility and you can demonstrate engagement with real content.
Festivals and city events
Place screens near main stages, food courts or chill zones.
People see live snapshots from all over the venue and feel part of a bigger story.
School events and graduations
Show student and family photos (within your school’s privacy rules).
Creates a warm atmosphere and a strong shared memory.
Year-end parties and award nights
Use a slideshow of the year’s best moments during speeches and award presentations.
Acts as a visual “year in review” without heavy editing.
Showrooms and product launches
Display guests interacting with products in real time.
Generates social proof and makes the experience more immersive.
Hybrid and online events
Share the slideshow link in a webinar chat so remote participants can open the gallery in a separate tab.
Helps connect the online audience with the physical event.
--
With Manage Gallery and Slideshow settings, you stay fully in control:
Guests on any device (like Jill on desktop and John on mobile) send photos and clips via QR or link.
Everything lands safely under Pending for you to review.
You approve the best content, optionally organise it into albums, and publish it into the Event Gallery and onto big screens.
The result is a curated, living gallery built by your guests – without you chasing files in chats and shared folders.