Help center
Everything you need to know about Xroma
How does Xroma work?
Xroma creates private galleries for events. You create the event, share the QR with your guests, they upload photos from their phones with no app needed, and in the end everyone can download the memories.
✦ Recommended With date & time set
When you set your event date and time, Xroma manages the entire lifecycle automatically.
Event in draft
Your gallery is created but inactive. You can edit all details before it starts.
Auto-activates
Xroma opens uploads without you doing anything. You get an email: "Your event is open!" Guests can now scan the QR and upload.
Uploads open
For 24 hours from the event time, guests can upload photos. At 20h you get a warning: "4 hours left".
Uploads closed, downloads open
Automatically. You get the most special email: "Congratulations! Your event is now history." Downloads activate for you and your guests.
Download window
You and your guests have 3 days to download all photos using the same event QR. A ZIP with everything is generated.
Event archived
The event expires. The QR no longer works. Your photos stay on your device forever.
⚙ Manual control Without date set
You sign the waiver
When skipping the date, Xroma shows you a detailed warning. You must check the responsibility checkbox to continue.
You activate the event (7 days)
From the dashboard you press "Activate event". The 7-day clock starts at that moment and cannot be stopped.
Reminder email
You receive an email warning that time is running. It shows how many days are left and reminds you that activating uploads late reduces your download window.
You activate uploads (24h)
When ready, you press "Activate uploads". You'll see exactly how many download days remain afterwards. If it's 0, you're warned in red.
Uploads close
Automatically. Downloads activate. Remaining download time = days left of the original 7.
Everything expires
The event and downloads close permanently. No exceptions or extensions.
Plans
Free
- ✓ 1 event (forever)
- ✓ Up to 30 photos
- ✓ Guest QR code
- ◈ Xroma watermark
- ◈ No ZIP download
1 Event
- ✓ 1 full event
- ✓ Unlimited photos
- ✓ No watermark
- ✓ ZIP download
- ✓ Automatic emails
3 Events
- ✓ 3 full events
- ✓ Everything in prev plan
- ✓ Save $8
💡 All plans are one-time per event — no subscriptions, no surprises.
FAQ
How long do guests have to upload photos?
With date set: 24 hours from the event start time (opens 1h before). Without date: 24 hours from when you manually activate uploads.
What is the maximum photo size?
Each photo can be up to 10 MB. Accepted formats: JPG, PNG, WebP, GIF, HEIC, and HEIF. If a photo exceeds the limit or has an unsupported format, the system will reject it and the guest will see a clear error message. They can try again with another photo.
What does a guest see when uploading with moderation on?
The guest sees a confirmation that the photo was uploaded successfully, but it won't appear in the gallery until you approve it from your panel. The guest doesn't see any additional message — they don't know it's "pending". You see pending photos with a yellow badge and approve or reject them one by one, or in bulk.
Can guests see photos in real time?
Yes, if moderation is off. With moderation on, you approve each photo before it appears in the gallery.
How do I share and use the QR code?
Go to your event → QR button. From there you can: copy the link to send via WhatsApp or email, download the QR as a high-resolution PNG image (perfect to print on A5 or A4), or print directly. The QR works from any phone camera — no app needed. If a guest says it "doesn't work", check that the event is active (status "Active") and that the 24-hour upload window hasn't passed.
How do I download all event photos?
When the event closes (24h after start), the download button activates automatically. From the public event page (the QR link) a banner appears with the "Download all" button. This generates a ZIP file with all approved photos. Generation time depends on the number of photos — with 50+ photos it may take a few seconds. If the ZIP fails, reload the page and try again. You can also download individual photos one by one by clicking on each photo.
Can my guests download too?
Yes. Anyone with the event link (the same QR) can download individual photos or the full ZIP during the 3-day download window. No account needed.
Is it safe that anyone with the link can access the gallery?
The event slug (the unique part of the URL, e.g. my-wedding-ab3x7) is the only "key" to access the gallery. It's long and random enough to make guessing practically impossible. However, if someone shares the QR outside your guest group, that person could access it. Only share the QR with trusted guests.
What if a guest doesn't download in time?
Once the event expires, the QR stops working and photos are permanently deleted. We recommend reminding your guests via WhatsApp to download before it expires. As the host you can download the ZIP at any time during the download window to keep a safe copy.
When is the event credit consumed?
The credit is consumed at the exact moment you create the event — not when you activate it or publish it. If you create an event by mistake and delete it immediately, the credit has already been consumed and is non-refundable. This is by design to prevent system abuse.
Can I reuse an event?
No. Each event has a unique, non-repeatable lifecycle. If you need another event (for another wedding, birthday, etc.) you must create and purchase a new one.
Are my photos safe?
Your photos are stored on Cloudflare R2 (enterprise-grade infrastructure used by Fortune 500 companies) and are private — only accessible with the unique event link/QR. We never share them with anyone. See our Privacy Policy for details.
What is moderation and how does it work?
With moderation on (in Settings → Permissions), photos uploaded by guests don't appear immediately in the public gallery — they stay in "Pending" status. You see them in your gallery with a yellow badge and decide to approve (✓), reject (✗), or delete them. Rejected photos are saved but hidden — you can approve them later if you change your mind. With moderation off, photos appear in the gallery instantly.
Can I change the date after creating the event?
Yes, from your event → Settings → Details. While the event is in Draft status you can edit everything freely. Once activated (Active status), date changes update the timestamps automatically.
How many photos can each guest upload?
Up to 10 photos per upload. They can make multiple uploads. There is no total limit per guest on paid plans.
Write to us directly — we respond in under 24 hours.
[email protected]