How to set up a QR code wedding photo album, step by step
Where the code goes, when it opens, what to do about the venue’s signal, and the one test you have to run before the day.
Setting up a QR album isn't a technical job — it's about ten minutes of admin. The real work is deciding where the code lives, because a code nobody scans does nothing at all.
1. Create the wedding
Names, date, venue. If you're also having an engagement party or a henna night, add those dates too: each event gets its own QR code and they all feed the same album. Photos from the engagement stay separate from the wedding set, but everything lives in one place.
2. Download and print the codes
Three print formats do most of the work:
- Table card. Folded, standing in the middle of the table. This is where most scans happen — people are already seated, phone in hand, waiting between courses.
- Welcome sign. At the entrance, next to the seating board. Guests see it as they walk in.
- Small cards. Ten fit on an A4 sheet. Leave them on the bar, by the dessert table, and next to the mirror in the washroom.
Two rules when printing. Make the code at least 3×3 cm, and put one line of text above it. "Share your photos with us 🎉" is enough. A bare QR code with no explanation gets ignored — people don't know what it is, so they don't risk it.
3. Test it before the day
Don't skip this. Take the printed card and scan it with someone else's phone, not yours. Check three things:
- It opens, and it goes to the right wedding.
- The name field and upload screen make sense to someone who's never seen it.
- Upload one photo and confirm it appears in your dashboard.
One thing catches people out: printers often use a high-gloss stock, and under venue spotlights the glare stops a camera reading the code. Ask for matte paper or a matte laminate.
4. Sort out the signal
When you book the venue, ask whether there's guest wi-fi. If there is, get the password and print it on the same card as the code — people don't want to spend their own data uploading video.
No wi-fi isn't a disaster: uploads work fine on mobile data. It's only basement rooms and thick stone walls that cause real trouble. If that's your venue, add a line telling guests they can upload later from home — the album stays open for a while after the wedding.
5. Know your upload window
Know when the album opens and when it closes. In konfeti the guest upload window opens 30 days before the event, so the code you printed on the invitation already works — you're not waiting for the wedding day.
The closing side depends on your plan: wedding photos are kept for 15, 30 or 90 days after the wedding. Photos from side events like an engagement party or henna night are deleted 7 days after that event. Do the bulk download before the clock runs out. The most common support message we get is "I missed the window, can you restore it?" — and the answer is no. Deletion is permanent and there's no copy in a backup.
6. Remind people during the night
Even with codes on every table, a nudge helps. Two that work:
- One line from the DJ or MC, after the main course: "Scan the code on your table to share your photos with the couple." It produces a visible jump in uploads.
- The venue screen. If uploaded photos appear on a projector in real time, people upload just to see themselves on the wall. It's the most effective reminder there is, and it needs no announcement at all.
7. The day after
Open the dashboard, look through what came in, and run the bulk download straight away. It comes as one file at original quality. Then put a second copy somewhere else — external drive, cloud, anywhere that isn't the same place as the first.
Guestbook notes aren't deleted and can be exported as a print-ready PDF booklet. But for the photos and videos, your download is the only guarantee.