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Storage & Quotas

Understanding and managing your club's storage quota is essential for keeping your File Manager running smoothly. This guide covers storage limits, quota management, and best practices.

Storage Quota Overview​

Every ClubPal club receives a 1GB storage quota by default. This quota applies to all files across your entire File Manager.

What Counts Toward Your Quota​

  • All files uploaded to the File Manager
  • Files in all folders (including nested subfolders)
  • All file types (documents, images, videos, PDFs, etc.)

What Doesn't Count​

  • Number of folders (no limit on folder count)
  • Number of files (no limit on file count, only total size)
  • Files attached to other features outside the File Manager

Viewing Your Storage Usage​

File Manager Header​

The File Manager displays your storage information prominently at the top:

Quota: Shows your total allocation (e.g., "1 GB")

Files: Displays the total count of files across all folders (e.g., "42 files")

Usage Bar: Visual progress bar showing:

  • Used space vs. total quota (e.g., "350 MB of 1 GB used")
  • Percentage (e.g., "35%")
  • Color-coded warning as you approach the limit:
    • Green: 0-70% used
    • Yellow: 71-90% used
    • Red: 91-100% used

Real-Time Updates​

The quota display updates in real-time as you:

  • Upload new files
  • Delete existing files
  • Replace files with larger/smaller versions

Storage Limits​

Maximum File Size​

  • Individual files can be up to 2GB each
  • Files larger than 2MB are automatically uploaded in chunks for reliability
  • Very large files may take time to upload depending on your connection

Total Storage​

  • Default quota: 1GB total storage
  • No limit on number of files or folders
  • Contact support to increase quota if needed

What Happens When You Reach Your Quota​

Upload Blocking​

When you attempt to upload a file that would exceed your quota:

  1. The upload is automatically blocked
  2. You'll see an error message: "You've exceeded the storage limit for your site."
  3. The file is not uploaded
  4. Your existing files remain intact

Available Actions​

When you're at or over quota, you can still:

  • View and download existing files
  • Delete files to free up space
  • Move files between folders
  • Rename files and folders

You cannot:

  • Upload new files
  • Replace existing files with larger versions

Managing Your Storage​

Check What's Using Space​

To identify large files:

  1. Navigate through folders in your File Manager
  2. Look at the Size column in List View
  3. Sort by size (if available) to find the largest files
  4. Consider whether large files are still needed

Free Up Space​

When you need more storage:

1. Delete Unused Files

  • Remove outdated documents
  • Delete duplicate files
  • Remove files that were uploaded by mistake
  • Remember: Deletion is permanent, download important files first

2. Compress Large Files

  • Use ZIP compression for groups of documents
  • Reduce image resolution before uploading
  • Convert videos to more efficient formats (e.g., MP4 with H.264)
  • Use PDF compression tools for large PDFs

3. Move Files Elsewhere

  • Download files to local storage
  • Use external cloud storage for archival documents
  • Keep only actively used files in ClubPal

4. Replace Large Files

  • Delete the original large file first
  • Upload a compressed or optimized version
  • This immediately frees space for the new upload

Monitor Usage Regularly​

Best practices for quota management:

  • Check your usage bar monthly
  • Set up a file cleanup schedule (e.g., quarterly)
  • Establish file retention policies for your club
  • Archive old files before they accumulate
  • Encourage members to be mindful of file sizes

Increasing Your Storage Quota​

If your club consistently needs more than 1GB of storage:

  1. Contact ClubPal support via your dashboard
  2. Describe your storage needs (e.g., "We need 5GB for video training content")
  3. Support will discuss quota upgrade options
  4. Pricing and limits vary based on your subscription plan

When to Request More Storage​

Consider requesting additional storage if:

  • You're regularly at 80%+ usage
  • You need to store video content or large media files
  • Your club has extensive documentation requirements
  • You're frequently deleting files just to make room
  • Your membership is growing and file needs are increasing

Storage Best Practices​

Optimize Before Uploading​

Images:

  • Resize images to appropriate dimensions (e.g., 1920px wide for photos)
  • Use JPEG for photos (smaller than PNG)
  • Reduce quality slightly (90% quality often looks identical)
  • Use tools like TinyPNG or ImageOptim

Videos:

  • Use MP4 format with H.264 codec (best compatibility and size)
  • Consider lower resolutions for training videos (720p vs 1080p)
  • Trim unnecessary footage before uploading
  • Use video compression tools if needed

PDFs:

  • Compress PDFs using Adobe Acrobat or online tools
  • Reduce image quality within PDFs
  • Remove unnecessary pages
  • Consider converting multi-page scans to PDF properly

Documents:

  • Word/Excel files are generally small
  • Remove embedded images if not essential
  • Use "Save As" to reduce file size if documents are bloated

Organize for Efficiency​

  • Group by access frequency: Keep frequently accessed files, archive rarely used ones
  • Date-based folders: Move old content to annual folders, easier to identify what to delete
  • Consistent structure: Makes it easier to find and clean up files
  • Regular audits: Schedule quarterly reviews of your file structure

Sharing Considerations​

  • Files that are shared still count toward quota
  • Deleting a shared file affects all users with access
  • Consider if files need to be in ClubPal or could be shared via external links
  • Large media files might be better hosted on YouTube or Vimeo with links in ClubPal

Troubleshooting Storage Issues​

Problem: "Storage limit exceeded" but usage bar shows space available​

  • Cause: Temporary sync issue or cached data
  • Solution:
    • Refresh the page
    • Try again in a few minutes
    • Contact support if problem persists

Problem: Can't see which files are using the most space​

  • Solution:
    • Navigate through folders systematically
    • Check the Size column in List View
    • Make a note of large files (>10MB)
    • Consider requesting a storage report feature from support

Problem: Deleted files but quota didn't decrease​

  • Cause: There may be a short delay in quota updates
  • Solution:
    • Wait 1-2 minutes and refresh the page
    • Clear browser cache
    • Log out and back in
    • Contact support if quota doesn't update after 10 minutes

Problem: Need more space but can't delete anything​

  • Solution:
    1. Download important files for backup
    2. Delete files from ClubPal
    3. Store backups locally or in external cloud storage
    4. Request a quota increase from support

Frequently Asked Questions​

Q: Is the 1GB quota shared across all features or just File Manager?
A: The 1GB quota applies specifically to the File Manager. Other features have separate storage (if applicable).

Q: Can I see storage usage per folder?
A: Currently, ClubPal shows total usage only. You'll need to manually check folder sizes by reviewing files.

Q: What happens to shared files if I delete them to free space?
A: Shared files are deleted for everyone. Recipients will lose access. Inform them before deleting shared content.

Q: Can I purchase additional storage permanently?
A: Yes, contact support to discuss upgrading your storage quota as part of your subscription.

Q: Do deleted files go to a trash/recycle bin?
A: No, deletion is permanent. Always download important files before deleting if you might need them later.

Q: Can I set alerts when approaching quota limit?
A: Currently, ClubPal shows visual warnings (color changes in the usage bar) but doesn't send email alerts. Check regularly to monitor usage.

Q: Is there a way to compress all files automatically?
A: No, file compression must be done before uploading. ClubPal stores files in their original format.

Need Help?​

If you're experiencing storage-related issues or need to discuss increasing your quota, please contact ClubPal support through your admin dashboard.