For event coordinators, planners and hosts
Plan your event in one place. Keep every moment.
SpecialMoments puts your invitations, guest list, RSVPs, guest photos and private voice and video messages in one place. Your guests get one personal link for everything, and you stop juggling separate forms, chats and photo folders.
Organizer accounts are currently set up by our team.
Features
What you can do with SpecialMoments
Digital invitations
Share the schedule, venues, dress code and gift details in an invitation with its own opening and background music.
Personal RSVP links
Each guest group gets its own link, and every named guest answers for themselves.
Guest photo sharing
Guests send photos straight from their phones. No app to download, no account to make.
Shared photo galleries
Only approved photos appear. Choose the gallery's look, opening and a playlist for guests to enjoy while they browse.
Private voice and video messages
Guests can leave a short voice or video message that only the event's coordinators can see.
Invitations & RSVP
Personal invitations and RSVPs you can keep track of
Style the invitation to suit the occasion, then send each guest group its own link to reply.
- Choose the fonts, colors, backgrounds and photos, and add a small photo gallery.
- Choose how the invitation opens, add an opening sound and select background music from the music library.
- Show the schedule and venues, the dress code and motif colors, and gift details.
- Send each guest group a personal link where every named guest gives their own answer.
- See every response in your workspace, and update answers when plans change.
Openings & background music
Welcome guests in a way that suits the event
Choose what guests see and hear when they open the invitation, then give the photo gallery its own welcome and music.
- Choose from an envelope, soft curtains, garden doors, flowers and butterflies, a velvet theatre, a passport or a fairytale book.
- Match the opening colors to the event, choose a 5, 7, 10 or 15-second experience, and add a gentle opening sound if you wish.
- Write your own cover title and inside message for the passport or fairytale book.
- Give the public gallery its own opening, colors and wording, then arrange several tracks in the order you want.
- Leave the gallery playlist empty when you want it to use the invitation music instead.
- Guests can pause the music, continue it or move between tracks from their own device.
Photos, galleries & memories
Guest photos, and messages just for you
Guests can share the moments you didn’t see. You decide which photos people see, and private messages stay private.
- Guests take photos or pick them from their phone. No app, no account.
- If the signal drops, photos wait on the guest's phone and upload when it returns.
- You approve each photo before it can appear in the shared gallery.
- Choose the gallery's layout, colors and opening, then arrange a playlist for guests to hear while they browse.
- Once photo sharing opens, guests can reach the gallery from both the public invitation and their personal invitation link.
- Decide whether guests can download individual photos.
- Download photos one at a time, or as ZIP files split into smaller parts.
- Each guest group can leave one private voice or video message. It never appears in the gallery.
Coordinator workspace
One workspace for running your events
Each event has its own pages for the invitation, guests, RSVPs, photos, messages and settings.
- Switch between all the events you've been added to.
- Edit the invitation text, schedule and design.
- Choose an invitation opening, its sound and the music guests hear afterwards.
- Add guest groups and named guests, and see how each one replied.
- Approve or reject guest photos, style the shared gallery and arrange its music.
- Listen to, watch, download or delete private messages.
- Change event settings and choose who can help, as an owner or editor.
Planning reports
Turn guest replies into numbers you can plan with
See the details your caterer, venue and event team need without piecing together separate lists.
- See how many named adults and children are attending, with additional unnamed attendees counted separately.
- Assign guest roles such as bridesmaid, maid of honor or sponsor, and record whether each person accepted.
- Check role targets, attire needs, possible giveaway quantities and an estimate for printed invitations.
- Filter the report by guest group, RSVP answer, role or items that still need attention.
- Print the report or download a branded HTML copy, with guest names and private notes left out unless you choose to include them.
How it works
How it works
Set up your event
Add the date, schedule and venues, then style the invitation.
Add your guests
Create guest groups, add the people in each one, and send every group its own link.
Guests respond and share
From their phones, guests RSVP, upload photos and record a voice or video message.
Review and share
Check who's coming, approve photos for the gallery, and listen to or watch your messages.
Guest experience
What your guests see
Each guest group gets a personal link. It opens their invitation, where they can RSVP, share photos and leave their private message.
No account needed
Guests just open their link. No account to create and no password to remember.
Made for phones
Most guests will open their invitation on a phone, so every page is built to read well on a small screen.
Simple RSVP
Each guest answers in a few taps and can change their answer until RSVPs close.
Snap & Share
Guests can take a photo or pick one from their phone and share it from the invitation.
A private message
Each guest group can record one voice or video message, play it back, and send it when they're happy with it.
Easy for everyone to use
Clear text, simple controls, and comfortable motion settings help every guest enjoy the experience.
Privacy & trust
How we protect your guests
Your guests trust you with their photos and messages. Here’s how SpecialMoments looks after them.
- Photos and messages are kept in private cloud storage (Cloudflare R2), and SpecialMoments checks who is asking before showing any of them.
- You decide which photos appear in the shared gallery.
- Voice and video messages never appear in the gallery.
- Hidden details such as location and device information are removed from photos, voice messages and videos when they are uploaded.
- Guests don't need an account, and each guest group's link opens only that group's invitation.
- Coordinators must sign in, and they can only see the events they've been added to.
- The live site always uses a secure HTTPS connection.
Five-day free trial
See how SpecialMoments fits your event
Our team creates your organizer account with a five-day free trial, so you can explore the workspace before deciding what comes next.
Ask about a free trialWhat the trial includes
- Five days to try the coordinator workspace, starting when you activate your account.
- Up to five guest photo uploads during the trial.
- One guest voice message and one guest video message.
- A notification when there is one day left.
Let’s talk
Tell us about the event you’re planning
Share a few details and we’ll help you see how SpecialMoments can fit your event or your coordination work.
Organizer accounts are set up by our team after we’ve spoken with you.