You’ve created your event and set all the rules. Now you want guests to join, start taking photos and send everything into one shared gallery – without chasing files afterwards.
In Say Cheese, guests join your event through a QR code or a Join link. Both come from the same place and take just a few clicks to set up.
You can use the same flow for weddings, company events, birthday parties, sports tournaments, festivals, school events or any other gathering where people are taking photos and short clips.
1) Open the Share window from the dashboard
After creating and purchasing your event, it appears on the My Events dashboard as a card with the event name, date, duration, guest limit and guest media limits.
On that event card:
Find the Share icon (small “share arrow” on the card).
Click it to open the Share window.
A large QR code appears, together with the Join URL for your event.
This is your main place for sharing access with guests.
2) Choose how you want to share access
Inside the Share window you have three core options:
Share a QR code
Guests point their phone camera at the QR and tap the notification.They are taken directly to your event (camera or event page, depending on your settings).Ideal for on-site sharing: posters, table cards, slides, badges, reception desk.Share a link (Join URL)
Copy the Join URL by clicking Copy.Paste it into emails, WhatsApp / Viber groups, event apps, calendar invites or registration pages.Perfect for pre-event communication and online events.Download the QR as a .PNG file
Use the download button next to the QR code.You receive a high-quality PNG image of the QR code.Ideal when you want to drop the QR into your own designs (Canva, PowerPoint, InDesign, etc.) or send it to a designer/print house.
Guests can use either the QR or the Join link – both lead to the same event entry point.
3) Create posters and cards with “Export / Print Event”
Sharing the plain QR is often enough, but Say Cheese also allows you to create ready-made printed materials directly from the app.
In the Share window, click Export / Print Event.
An editor opens where you can:
Choose a layout (for example a poster, A4/A5 table sign, or a small business card format).
See your event name, cover image and QR code placed automatically.
Add or adjust short text like “Scan to join the gallery” or a short instruction line.
Download as: PDF (for professional or office printing)Image (PNG/JPG for screens, social or external design tools)Or print directly if you have a printer connected.
Typical use cases:
A3/A4 posters by the entrance or reception
A5 table cards at each table
Small “business card” sized handouts with QR + passcode
Slides for the projector during speeches or breaks
This way you don’t need a separate design tool – you can get good-looking print materials in minutes.
4) Share from inside the event page
You don’t have to go back to the dashboard every time.
When you open your event, you see the event header with the cover, event title and key organiser buttons (Open Camera, Upload Photos, My Preferences, Manage Gallery, etc.).
On the right side of this header there is a Share Event button.
Click Share Event to open exactly the same Share window with QR code, Join URL and Export / Print options.
Use this when you’re already inside the event, checking the gallery or moderating, and you quickly need to show the QR on-screen or copy the link.
This is especially handy live on the day of the event: if someone asks “Where can I scan?”, you can open Share Event on your laptop or tablet and show the QR full-screen.
5) What happens when guests scan or click?
Once you’ve shared the QR / link:
Guests scan the QR or tap the Join URL.
They land on either:the Camera page (ready to start taking photos), orthe Event page (with cover, description and buttons like Open Camera, Upload Photos),depending on your “QR redirects to” setting from event creation.
From there they:
Tap Start Camera and take new photos, and/or
Use Upload Photos to add existing images from their device,
See their uploads in My Gallery,
And, once approved by you, see them in the shared Event Gallery and slideshow.
The Share step is therefore the bridge between your event configuration and the guest experience: once they have the QR or link, the gallery starts to fill itself.
10 practical tips for sharing your event
Here are some ideas and examples on how to use your QR and link effectively:
Welcome sign at the entrance
Print an A3/A4 poster with the QR and simple text:
“Scan to join our photo gallery. Take photos and upload your favourite moments.”Table cards with QR + passcode
For weddings, dinners or conferences, put small stands on each table with the QR and the event passcode (if you use one), so guests don’t have to ask for details.Add the Join link to emails and calendar invites
Include the link in your pre-event communication:
“We’ll be using Say Cheese to collect photos. Save this link and start sharing when you arrive.”Share in WhatsApp / Viber / Teams groups
Paste the link into the group chat where participants already talk about the event – they can join with one tap.Show the QR on the projector or TV
During speeches, before sessions or in breaks, show the QR full-screen so everyone can scan it from their seat.Print pocket-size cards for staff and VIPs
Give small cards with QR + instructions to hosts, MCs, photographers, coaches or team leaders so they can share the gallery quickly with people they meet.Place QR in your event app or website
If you have an event website, app or landing page, embed the QR image and link there so participants can prepare already at home.Use separate posters for different zones
For festivals, sports tournaments or big venues, print several copies of the same QR poster and place them in key zones (entrance, bar, stage side, dressing rooms).Remind guests verbally
Ask the MC, host or team leader to say one clear line:
“If you take photos, please scan this QR and upload them so we can all enjoy the gallery afterwards.”After the event: resend the link with Download All
Once you’ve approved the best photos and enabled Download All, send the Join link again by email or chat so everyone can download the final album in one click.