Quick Answer
Deliver audio guestbook recordings as a gallery link, sent through Send to Client after cleanup and transcripts finish. Decide the password and transcript settings first, and tell the client how long the gallery stays live and that they can download everything.
Deliver audio guestbook recordings as a gallery link sent after cleanup and transcripts have finished, with the password and transcript settings decided first. That one move turns a folder of audio files into something a client can open, share and keep. The rest of this guide covers what to include, how to send it and what clients ask afterward.
What does a finished delivery include?
A finished delivery is more than the audio. The client opens one link and finds:
- Every message, cleaned so it plays at a steady volume.
- A transcript for each message, plus an emotion tag and a guest name when one was spoken.
- A player under your logo and colors, in the style you chose.
- Download buttons for single messages and a Download All ZIP.
- A printable PDF guestbook built from the transcripts, if you generate one.
Guest downloads can be switched off if a client wants the gallery for listening only. The features page lists every option.
Should you send a link, files or a USB drive?
Send the gallery link first. Files and drives are extras that come from it.
| Format | What the client gets | Best for |
|---|---|---|
| Gallery link | Playback, transcripts, tags and downloads in one place, under your brand | Every client, as the main delivery |
| Downloaded audio files | Each message saved as an audio file the client controls | Clients who want a copy outside the gallery |
| USB drive | A drive you prepare from the downloaded audio files | Clients who want something physical to hand to family |
A USB drive is optional work. You make it from the same downloads the client can get themselves, so offer it as a keepsake rather than the delivery.
Why send one link instead of attachments?
A link stays current. If you delete a hang-up or fix a guest name after sending, the change shows up in the same gallery, and the client never has to replace a file. Attachments cannot be corrected once they leave your inbox, and a folder of large audio files is awkward to open on a phone.
Video messages arrive the same way. Upload an MP4 or MOV into the event and it plays inline beside the audio, with its own transcript.
When should you send the gallery?
Send it after cleanup and transcripts have finished, not before. A gallery that is still processing shows messages that are not ready, and the first impression is the one the client remembers. The cleanup guide explains what happens to each file, and the post-event workflow lays out the order.
Decide two settings before you send. Choose whether the gallery needs a password, and whether the transcripts should be visible. Then use Send to Client, which emails the link under your brand. A client who shares the link before you set them has already shared it.
What should you check before you send?
Do a short listen-through. The goal is not to re-edit anything, only to catch what software should not decide for you.
- Hang-ups. Recordings under 5 seconds are flagged as a possible hang-up, with a one-tap delete.
- Guest names. Add a name where a guest did not introduce themselves, and fix any the transcript got wrong.
- Private moments. Hide or delete anything the client would not want shared.
- Branding. Confirm your logo, colors and player style look the way you intended.
How long does the gallery stay live?
On per-event billing, the gallery stays live for 6 months from the event date. On Monthly, storage is 12 months and galleries stay live while the subscription is active. When a window ends the gallery link stops working and the event is archived. The audio is not deleted.
You get reminder emails at 30 days and 7 days before expiry. When you send through Send to Client, the client also gets a reminder about 30 days before the gallery archives. Tell them in your handoff message that they can download everything, because files they download are theirs to keep.
What should the handoff message say?
Keep it to a few sentences. Adapt this:
Hi [names], your audio guestbook is ready: [link]. Open it on any device to hear every message, read the transcripts and download the ones you want to keep. The gallery stays live for [number] months from your event date, so save your favorites before then. I would love to know which message you play first.
Keep the subject line plain: the event name followed by audio guestbook. That way the client can find the email again when they want to replay the messages.
Once the client opens the gallery link for the first time, you get an email letting you know. That is a good moment for a short follow-up, because they are listening right now.
What do clients ask after delivery?
The same handful of questions come up: who can hear the messages, how long the gallery lasts, whether a guest can be removed and how to save a copy. The client questions guide has answers you can use word for word. Settle the password and the storage window in your handoff message and most of them never get asked.
If you are building the service from scratch, start with how to start an audio guestbook business. Delivery runs on $39 per event or $49 a month, listed on the pricing page, and your first event is free. Start free and deliver one real gallery before you quote the next client.
Frequently asked questions
- How do I send the gallery to my client?
- Use Send to Client once cleanup and transcripts have finished. It emails the gallery link under your brand, and you can set a password and decide whether transcripts show before you send.
- How long does the gallery stay live?
- On per-event billing, 6 months from the event date. On Monthly, 12 months, and galleries stay live while the subscription is active. When a window ends the link stops working and the event is archived, but the audio is not deleted.
- Can clients download the recordings?
- Yes. Every message has its own download button, and there is a Download All ZIP. Guest downloads can be switched off in the Gallery Design Studio if a client wants listening only.
- Can I hide the transcripts from the client?
- Yes. Turn off the Show Transcripts in Gallery toggle on the event and the written messages disappear from the public gallery. Nothing is deleted, and you can switch it back on at any time.
- What if a client needs the recordings after the gallery archives?
- The audio is archived, not deleted. Renewing or upgrading restores access, and a client who downloaded their audio files keeps them. Remind clients to download everything before the window ends.
Founder, Happy Hear Audio
Liz has run a photo booth company in LA for years and built Happy Hear Audio after doing audio guestbook delivery manually for too long. She writes about what actually works for operators in the field.
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