Why Share Templates to the Gallery?
The Template Gallery in Wedy Pro is a community-driven library of document templates built by and for event professionals. When you share a template, photographers, florists, planners, caterers, and other vendors can discover it, copy it to their own library, and use it as a starting point — saving hours of setup time.
Contributing to the gallery is a way to give back to the event industry community, and your work is credited with your vendor name on every shared template.
Time to complete: 2–5 minutes.
Before You Share
A few things to know before submitting a template to the gallery:
Make a copy first — Once your template is approved by the Wedy team, it moves from your private library to the public gallery and is no longer in your private templates. If you want to keep using it privately after sharing, create a duplicate before you submit.
Review required — Every gallery submission goes through a Wedy review process. Your template will not appear publicly until it has been approved.
Document templates only — You can share document templates (proposals, contracts, invoices, questionnaires, cover pages). Email templates are not shareable to the gallery.
Community guidelines apply — Templates must follow Wedy's community guidelines — submissions containing client-specific PII, pricing tied to a specific vendor, or content that violates Wedy's terms will not be approved.
How to Share a Template to the Gallery
Navigate to Templates in the CRM sidebar, then select Documents.
Find the template you want to share. Hover over the template card to reveal the options menu, then click the ••• dropdown.
Click Share to Gallery from the dropdown menu.
The Share to Gallery modal opens. Before continuing, decide whether you want to keep a private copy:
Click Make a copy first to create a duplicate in your private library that you can continue using after the original moves to the gallery.
Enter a Description for your template (between 10 and 500 characters). Write a clear, helpful summary — describe what the template is for, which type of event vendor it suits best, and what makes it useful. A good description helps other vendors decide whether to use it.
Click Share to Gallery to submit your template for review.
What Happens After You Share
After submitting, your template enters the Wedy review queue. Here is what to expect:
The template card in your library will show Pending Review in the dropdown menu while it is under review. The Share to Gallery option is disabled during this period.
You will be notified once your template is approved.
Once approved, the template moves to the public gallery and is removed from your private Document Templates library. If you used Make a copy first, your duplicate remains in your private library. The gallery is actively being built — your template will appear as Wedy populates it with approved community submissions.
Other vendors browsing the gallery will see your template listed with your vendor name and description. They can copy it to their own library with one click and customize it from there — the gallery original is never modified by others using it.
Edit or Remove a Shared Template
Once a template has been submitted to the gallery, there are important limitations to be aware of.
While pending review: You cannot edit a template once it has been submitted and is awaiting approval. If you need to make changes before the review is complete, contact the Wedy support team — they can pull the submission so you can update it and resubmit.
Removing a live gallery template: After a template is approved and published to the gallery, removal is not self-serve. Contact the Wedy team to request that your template be taken down. The team will process the removal and confirm once it is complete.
Impact on existing copies: Removing a template from the gallery does not affect vendors who have already copied it. Any independent copies made before the removal remain in those vendors' own Document Templates libraries and continue to work normally. Only the gallery listing is removed — no one loses a copy they have already saved.
Tips for a Strong Gallery Submission
Write a specific description — Mention the document type (e.g., "photography contract", "wedding planner questionnaire"), the occasion it suits, and any standout clauses or sections. Vendors filter by category and search by description, so specific language helps your template get found.
Polish before you submit — Once submitted, you cannot edit the template while it is pending review. Make sure all placeholder text is replaced, branding is removed, and smart fields are in place before you share.
Structure matters as much as content — Take the time to finalize your template's structure before submitting. If your template includes a cover page, ensure it uses your brand voice and sets the right tone for the document that follows. Smart fields (merge tags for client name, event date, package details) should be clearly named and easy to understand — a template full of unnamed or confusing fields will be harder for other vendors to use effectively.
Use Make a copy first — If the template is part of your active client workflow, always create a duplicate before sharing. You do not want to lose access to a template you depend on.
Think in categories — Wedy organizes gallery templates by vendor type (Photographer, Florist, Wedding Planner, Videographer, Caterer, DJ/Band, Venue, Hair & Makeup, Baker, Decorator, Officiant). Write your description with your vendor category in mind so it reaches the right audience.
Frequently asked questions
Can I edit a template after submitting it to the gallery?
No — you cannot edit a template while it is pending review. If you need to make changes before approval, contact Wedy support to have the submission withdrawn so you can update and resubmit. Once a template is live in the gallery, it reflects the version that was submitted and cannot be edited directly.
What happens to my private copy after approval?
When your template is approved, it is removed from your private Document Templates library and published to the public gallery. If you want to retain a private copy, use Make a copy first in the Share to Gallery modal before you submit. The copy stays in your library and is unaffected by the gallery submission.
Can I remove a template I shared to the gallery?
Contact the Wedy team to request removal of a template from the gallery. Because gallery templates are publicly accessible, removal is handled through the Wedy team rather than a self-serve delete option. Any vendors who already copied your template before removal keep their independent copies — removal only affects the gallery listing itself.
How do other vendors use my shared template?
Vendors browsing the gallery see your template with your vendor name and description. When they click it, they get their own editable copy in their Document Templates library. Your original gallery template is not modified — every user works on their own independent copy.
Can I share email templates to the gallery?
No — only document templates (proposals, contracts, invoices, questionnaires, and cover pages) can be shared to the community gallery. Email templates are private to your account.
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