Group Events

Group Events help you manage larger shoots with multiple participants. They are useful for workshops, agency shoots, casting days, productions with multiple creators, multi-day shoots, or any situation where you need contracts from many people and want to track everything in one place.

The main advantage is that you do not need to enter every model, creator, or property signer’s details yourself. You can create an Invitation Link or QR code, share it with participants, and let them join the event, enter their own information, and sign their contract. This saves time for the Event organizer and reduces manual data entry during a busy shoot.

To create a Group Event, choose a Template that supports Group Events, select the language, then enter the Group Event name, event dates, location, description, and Event organizer information.

After saving the Group Event, you manage participants from the Rosters section. A Group Event can have more than one roster, such as Models, Creators, and—when using a compatible location or property release template—a property owners roster. Use the roster tabs to switch between them.

Property roster participants confirm ownership or authorization details plus information about the property or location (description, address, optional photo). The same screens appear in the app and in the browser when they open their signature-request link.

To add someone manually, tap Invite, choose the roster, enter the participant’s name and email, and choose whether to send a Signature Request email right away. If you do not send the email immediately, you can add the participant first and send the request later, or sign directly in the app.

You can also create an Invitation Link so participants can register themselves. In a new Group Event, tap Invitation Link. In other states, open More and choose Invitation Link. Select which roster the link is for, then configure the link:

  • Choose an expiration time: one hour, one day, one week, or no time limit. This controls how long people can use the link.
  • Choose a join limit: 1, 10, 100, or no limit. This controls how many people can join through the link.
  • Add an optional note for participants, such as meeting point or instructions.

Each roster has one Invitation Link. After you create it, SnapSign shows a shareable link and a QR code. You can copy the link or share the QR code. Anyone who opens the link can enter their email address, receive a secure email, register for that roster, complete their details, and sign their contract. If you edit the Invitation Link settings, the URL stays the same. If you delete the Invitation Link, the old link stops working, but participants who already joined stay on the roster.

The Group Event screen shows each roster member’s status, so you can see who has been invited and who has signed. You can search and filter the roster, resend signature requests when needed, view contracts, and save model details to the model library. A participant can be removed from the roster before they sign, even if a Signature Request was already sent.

Group Events create different contracts for different roles. Models sign model release contracts for the event. Creators sign a participation consent contract for the event. A creator’s consent contract is not the same as a model release contract. Compatible templates may add property or location releases for participants on the property owners roster.

If the Event organizer is also the creator for the shoot, they do not need to add themselves to the Creators roster. The Event organizer signs as the organizer when the event is ready to finalize.

When all required participants in all rosters have signed, the Event organizer reviews the roster and signs the Group Event. After the organizer signs, the Group Event is locked and finalized, so roster changes are no longer available. Signed contracts can be downloaded, certificates can be downloaded, and all signed contracts can be downloaded together after the final documents are generated.

For events with creators on the Creators roster, the Event organizer can send contracts to each creator individually. Those contracts include the creator’s personal data and signature, along with the model’s signature and the Event organizer’s signature.

Group Events require Premium access. SnapSign also allows two free trial Group Events without a plan.

Always review the roster and event details carefully before signing and finalizing a Group Event.

Group Events FAQ

What is a Group Event?

A Group Event is a SnapSign workflow for shoots with multiple participants. It lets you invite participants, collect signatures, track progress, and manage signed contracts in one place.

When should I use a Group Event?

Use a Group Event for larger shoots, group shoots, workshops, agency shoots, multi-day shoots, or any shoot where you need contracts from multiple participants.

Group Events are especially useful when you do not want to manually enter details for every model or creator. You can share an Invitation Link or QR code so participants can join, enter their own details, and sign.

How do I create a Group Event?

Choose a Template that supports Group Events, select the language, then fill in the Group Event name, event details, and Event organizer information.

What is a Roster?

A Roster is a list of participants in a Group Event. For example, a Group Event can have Models, Creators, and—depending on the Template—a property owners roster for location or property releases.

What is the property owners roster?

It is for property or location releases on compatible Templates. Each roster row stores who is signing (ownership / contact details) and what is being released (description, address, optional location photo), so generated PDFs match what signers approved in the app or in the browser.

Yes. When the roster row includes property / location information, the web signer (SnapSign docs app) shows the same property block fields as on mobile, aligned with backend payload and submit handling so data is not lost between platforms.

How do I add someone to a Roster?

Tap Invite, choose the roster, enter the participant’s name and email, and choose whether to send a Signature Request email immediately.

Can I add participants without sending an email right away?

Yes. You can add a participant to the roster first and send the Signature Request later, or complete signing directly in the app.

An Invitation Link lets participants add themselves to a Group Event roster. The link also has a QR code that you can share. Each roster has one Invitation Link.

Open the Group Event, tap Invitation Link or open More and choose Invitation Link, then select the roster. Choose an expiration time, choose a join limit, add an optional note, and tap Create.

You can set an expiration time, set how many people can join, and add an optional note shown to participants.

Expiration options are one hour, one day, one week, or no time limit. The expiration time controls how long people can use the link.

Join limit options are 1, 10, 100, or no limit. The join limit controls how many people can join through the link.

They enter their email address and receive a secure email. From there, they can register for the selected roster, complete their details, and sign their contract.

Editing an Invitation Link keeps the same URL and QR code. Deleting an Invitation Link invalidates the old link for anyone who received it. Participants who already joined stay on the roster.

Can I share a QR code?

Yes. After creating an Invitation Link, you can share its QR code.

What contracts does a Group Event create?

Models sign model release contracts for the event. Creators sign a participation consent contract for the event. A creator’s consent contract is different from a model release contract. Property owners sign the property / location release tied to their Template roster row—for example confirming description/address or a location photo where the workflow expects it.

Can I search or filter a Roster?

Yes. You can search a roster and filter it by signing status.

When can the Event organizer sign?

The Event organizer can sign after all required participants in all rosters have signed their contracts. SnapSign will show a message if the Group Event is not ready yet.

What happens after the Event organizer signs?

The Group Event is locked and finalized. Roster changes are no longer available. After the final documents are generated, you can download signed contracts, download certificates, and download all signed contracts together.

Can I send contracts to Creators?

Yes. When the Group Event is complete and ready, the Event organizer can send contracts to each Creator individually. The email includes a ZIP file with documents that contain that Creator’s personal data and signature, along with the model’s signature and the Event organizer’s signature.

Do I need to add myself as a Creator?

If you are both the Event organizer and the creator for the shoot, you do not need to add yourself to the Creators roster. You will sign as the Event organizer when the Group Event is ready to finalize.

Can I edit a Group Event after people sign?

Event details can become locked after one or more participants have signed, so the details match the signed contracts.

Can I remove someone from a Roster after sending a Signature Request?

Yes. You can remove a participant before they sign, even if a Signature Request was already sent.

Do Group Events require Premium?

Yes. Group Events require Premium access. SnapSign also allows two free trial Group Events without a plan.

Should I review before finalizing?

Yes. Review the roster and event details carefully before the Event organizer signs and finalizes the Group Event.