Sharing company event photos and documents: a guide for HR teams

HR teams share more files than most people realise: photos from the annual day, onboarding forms, policy documents, ID proofs and vendor contracts. Most of it travels through chat groups and email, where it gets compressed, lost or left open forever.

This guide covers a cleaner way to handle the two biggest jobs: sharing event photos with employees and collecting documents from people.

The problem with chat groups and email

• Photos lose quality. Chat apps compress every picture.
• Nobody finds themselves. A thousand photos from an offsite go unopened.
• Documents are a chase. You ask ten new joiners for the same five documents and follow up for a week.
• Links stay open. A shared drive link from two years ago still works for anyone who has it.

A private gallery for every company event

Put each offsite, onboarding day or annual function in its own gallery. Everyone who attended opens one link in the browser and sees the photos at full quality.

Add a password so the gallery stays inside the company, set an expiry date, and use the company logo and colours on the page.

See photo galleries

Let each employee find their own photos

With AI face search, an employee takes a selfie on the gallery page and sees the photos they appear in. Nobody has to tag names or forward pictures one by one, and people who prefer not to browse the whole event do not have to.

Collect documents with a file request link

For onboarding, create a file request with a clear title, the allowed file types and a deadline. Send the link to the new joiner. They upload from any browser without an account, and you get an email when the files arrive.

The same works for vendors sending invoices or teams submitting reports.

Read how to collect files with a request link

Keep every link under control

• Put a password on anything private.
• Set an expiry date, so links close by themselves.
• Switch a link off from the dashboard when the work is done.
• Use groups and team members to keep each department's files with the right people.

Read about ShareXtra security

A simple routine for the next company event

1. Create the gallery before the event and set a password.
2. Share the link and the QR code in the event announcement.
3. Upload the photos during or after the event.
4. Tell employees they can find their own photos with a selfie.
5. Set the gallery to expire after a month, or keep it for the company archive.

See ShareXtra for HR and teams