An offsite creates photos across several phones, a photographer’s camera, team activities and evening gatherings. HR usually inherits the task of asking for them, assembling a folder and answering requests for individual pictures. Plan the photo handover alongside the agenda: who runs the gallery, how employees contribute and when the link goes out.
Choose the employee experience before choosing the tool
There are two different needs: the organizing team needs the event’s files, and employees want the photos they appear in. FotoMe AI gives the event team a dashboard for managing photos and employees a browser-based selfie search for their own matches. It is not a shared feed where every employee browses every upload.
Before the offsite: set up the gallery and responsibilities
- 01Create one event for the offsite and choose a plan with enough photo capacity, storage and gallery access time. Pricing is per event; do not assume an annual or unlimited-events package.
- 02Add the company’s event branding and create folders for each day or activity. Arrange who will upload the official photos and who will review employee contributions.
- 03Decide whether the gallery requires a PIN. Share access instructions through the internal event email or team channel.
- 04Enable guest uploads if employees should contribute. Choose Review first or Show right away, and set the photo allowance per person.
- 05Download the QR poster from Share and test it on a phone. Add the gallery link to the agenda so employees reading on their phone can tap instead of scan.
During the event: explain the two buttons
Use a short instruction on the welcome slide: “Open our event gallery. Tap Add your photos to contribute, or Find my photos to find yourself.” Uploading requires confirming an email with a code, then choosing JPG or PNG photos; it does not require a selfie. Finding photos requires a selfie but no account or email. Guests can download individual matches or build a ZIP on the page, with email delivery optional.
Put the poster where people pause: registration, the lunch area or the activity briefing. Keep the same event across the retreat so an employee searches across all days. Check the venue’s connection; the browser needs internet access to upload and search.
Review contributions and decide what can be reused
Review first holds employee contributions until an event owner or editor approves them. Show right away publishes them immediately. Photos in the gallery count against the plan; pending photos do not. Collecting photos for colleagues does not itself establish permission to publish those images on the careers page or social media. Keep your internal delivery and external publishing decisions clear.
After the offsite: send a useful follow-up
Use a message such as: “Photos from [offsite name] are ready: [gallery link]. Tap Find my photos and take a selfie to see your matches. Have photos to add? Tap Add your photos and confirm your email. Please download what you want to keep before [deadline].” Replace the placeholders and include the current PIN if the gallery is private.
The event team can prepare named-person photo sets for speakers or award winners. Employees who opt in can receive email notifications when later uploads match them. The Share tab’s tagged links also help distinguish QR, email and WhatsApp visits; a forwarded link keeps its original source label.
Use the same checklist for the next company activity
The workflow also fits team-building days, employee awards, volunteer days, annual celebrations and town halls. Create a separate event for a separate occasion. Evaluate the pilot by employee participation, photos collected, downloads and the organizing work it removed; gallery visits alone do not measure employee engagement or prove a business return.