The host & guest guide
Set up your gallery and collect guest photos.
One gallery, four simple steps. Here’s what to set up before the event, how guests join, and how to save everything afterward.
Your event, step by step
Step 1
Create an event and share its QR code
Sign in with your email, create an event in your dashboard, and set its date and time. Decide whether guests can join anonymously and whether uploads need approval. Share your event link or print the QR poster for guests to scan.
Before you move on: Put the poster where people pause: the welcome table, dining tables, or photo booth. Scan it on a phone before guests arrive.
More about QR code sharing →Step 2
Guests add their photos, videos, and messages
Guests scan the code or enter it on the homepage. They open the event in a browser, enter their name, and choose photos or videos to upload. If you enable the guest book, they can leave a message too. No app installation is needed.
Before you move on: Uploads need an internet connection. Test the venue’s Wi-Fi or mobile signal, and keep the gallery open until each upload completes.
Explore the shared event gallery →Step 3
Review uploads and open the live wall
With host approval enabled, review uploads in your dashboard before they appear in the shared gallery. Open the event’s wall on a connected laptop or display to show approved photos and videos. Host-only uploads stay out of the public wall.
Before you move on: Try the display before the event. Keep its browser online and check the screen’s sleep settings. Invite a co-host if you want help reviewing uploads.
Plan your live photo wall →Step 4
Download your photos and videos
From the host dashboard, download photos together as a ZIP and save videos individually. Gallery storage lasts 90 days for Free and 365 days for paid events, measured from the event date. Save your own copy before that period ends.
Before you move on: Check the downloaded files before storing your backup. Gallery access is time-limited; a download is the copy you keep.
Compare storage and upload limits →
Your five-minute pre-event check
- Confirm the event date, timezone, and upload window.
- Scan the QR poster from a guest’s phone.
- Upload a test photo and check its visibility.
- Test the live wall on the screen you’ll use.
- Choose who will handle approvals during the event.
- Plan to download your files before storage expires.
Questions before you start?
I’m a guest. Where do I enter my event code?
Use the “Join your event” box on the Cap Share homepage, or scan the QR code your host shared. If you do not have a code, ask the host. You do not need to create your own event.
Can guests contribute without signing in?
Yes, if the host allows anonymous guests. The host can instead require sign-in. Either way, guests use their browser and do not need to download an app.
Is the gallery completely private?
Treat the event link and code as access information: people who have them can view the shared gallery. Only share them with your intended guests. Host approval controls what is published, and host-only uploads are not included in the shared gallery.
Why is an upload not appearing in the gallery?
Wait for the upload to finish. It may need the host’s approval or have been marked host-only. An upload can also be blocked when the event’s upload window is closed, a plan limit is reached, or the file is too large. Follow the message shown on the upload page.
Can I try Cap Share before buying an event upgrade?
Yes. Start with a free event, including 25 photos and 10 minutes of total video. Starter is advertised at $19.99 and Pro at $49.99 per event. Check the pricing page for limits and checkout for the final total.
Need help with a particular event? Contact support.