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File manager

Preview Feature

This feature is currently in preview and may be subject to changes based on user feedback.

The File Manager allows you to upload, organize, and manage documents and files for your club directly within ClubPal. It supports folders, drag-and-drop uploads, quota management, and granular permissions, making it easy to keep your club's documents safe and accessible.

Overview​

The File Manager is accessible from the main navigation menu by clicking Files. It provides a modern, responsive interface for managing files and folders. You can upload files, create folders, navigate between directories, move items, and view file details—all from a single page.

The interface displays your storage quota and usage at the top, followed by a toolbar with action buttons, and the main file/folder listing area below.

Key Features​

  • Folder Organization: Create folders and subfolders to organize your files hierarchically
  • Drag-and-Drop Uploads: Upload files or entire folders by dragging them onto the page
  • Chunked Uploads: Large files are uploaded in 2MB chunks for reliability, supporting files up to 2GB
  • Quota Management: Visual indicators showing storage usage with a progress bar
  • Bulk Actions: Select multiple files/folders with checkboxes to move or delete in bulk
  • Search Functionality: Filter files by name with real-time search results
  • Two View Modes: Switch between List View (table) and Grid View (folder cards)
  • Breadcrumb Navigation: Navigate through folder hierarchy with breadcrumb links
  • File Details: View file metadata including size, owner, upload date, and last modified
  • Permissions-Based Access: Only users with appropriate permissions can manage files

Accessing the Feature​

You can access the File Manager from the main navigation menu:

  1. Click on Files in the top navigation bar
  2. You'll be taken to the root Files directory

Note: The Files menu item is only visible to users with the Manage Files permission.

Storage Quota​

Clubs have a 1GB storage quota included. There is no limit on the number of files you can store, only on the total size. If you need more storage, please contact support to discuss your options.

Quota Display​

The File Manager header shows three key metrics:

  • Quota: Your total storage allocation (e.g., "1 GB")
  • Files: The total number of files across all folders (e.g., "0")
  • Usage Bar: Shows used space vs. total quota (e.g., "0 of 1 GB used - 0%")

The progress bar changes color as you approach your storage limit, providing a visual warning before you run out of space.

Over-Quota Handling​

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

  • The upload will be blocked
  • You'll see an error message: "You've exceeded the storage limit for your site."
  • You'll need to delete existing files or contact support to increase your quota

Permissions​

Access to the File Manager is controlled by the Manage Files permission. Users need this permission to:

  • View the Files menu item in the navigation
  • Access the File Manager page
  • Upload files
  • Create folders
  • Move, rename, or delete files and folders
  • Download files

Tip: You can manage user permissions in the Admin area under Users & Permissions. Assign the Manage Files permission to staff members or coaches who need to manage club documents.

Future updates will include a file sharing feature to allow viewing files without full management permissions.

Using the File Manager​

Understanding the Interface​

The File Manager interface consists of several key areas:

  1. Header Section: Shows the "File Manager" title with a "Preview Feature" badge
  2. Metrics Bar: Displays Quota, Files count, and usage statistics
  3. Search Box: Filter files by name in real-time
  4. Action Toolbar: Contains New Folder and Upload Files buttons
  5. View Toggle: Switch between List View (table icon) and Grid View (grid icon)
  6. Breadcrumb Navigation: Shows current folder path (e.g., "Files > Coaching")
  7. Main Content Area: Displays folders and files in your selected view mode

Opening a Folder:

  1. Click on any folder name in either List or Grid View
  2. The folder will open, showing its contents
  3. The breadcrumb navigation updates to show your current location

Going Back:

  • Click any folder name in the breadcrumb navigation to jump to that level
  • Click Files in the breadcrumb to return to the root directory

Empty Folders: When you open an empty folder, you'll see:

  • A message: "This folder is empty"
  • Instructions: "Create a new folder or drop files here to upload"

Switching Between Views​

The File Manager offers two viewing modes:

List View (default):

  • Shows files and folders in a table format
  • Columns display: Name, Size, Last Modified
  • Checkboxes on the left for bulk selection
  • Menu button (three dots) on the right for individual actions
  • Best for detailed file information and quick sorting

Grid View:

  • Shows folders as large yellow folder icons
  • Files appear as cards with file type icons
  • Better visual representation for browsing
  • Click the grid icon in the view toggle to switch

Uploading Files​

There are two ways to upload files:

Method 1: Upload Button

  1. Click the Upload Files button in the toolbar
  2. Select one or more files from your device
  3. Files will begin uploading immediately

Method 2: Drag and Drop

  1. Open the folder where you want to upload files
  2. Drag files from your computer onto the File Manager page
  3. Drop them anywhere on the page to start uploading

Upload Behavior:

  • Large files are automatically split into 2MB chunks for reliable uploading
  • Upload progress is shown at the bottom of the page
  • If a file with the same name exists, it will be overwritten
  • You can upload multiple files simultaneously
  • You can upload entire folder structures by dragging a folder

Supported File Sizes:

  • Individual files up to 2GB are supported
  • Files are uploaded in chunks to handle interruptions gracefully

Creating Folders​

To create a new folder:

  1. Navigate to the location where you want to create the folder
  2. Click the New Folder button in the toolbar
  3. A dialog will appear with a text input field
  4. Enter your folder name
  5. Click Save

Folder Naming Rules:

  • Use letters, numbers, spaces, dashes, and underscores
  • Special characters are not allowed: / ? % * : | " < > .
  • Folder names must be unique within the same directory
  • Names are case-insensitive

Example Folders: You might create folders such as:

  • "Coaching"
  • "Committee"
  • "Policies"
  • "Training Plans 2025"
  • "Member Resources"

Selecting Files and Folders​

Select Individual Items:

  • Click the checkbox next to any file or folder name
  • Selected items are highlighted

Select Multiple Items:

  • Click the checkbox in the table header to select all visible items
  • Or click individual checkboxes to select specific items

Selection Toolbar: When items are selected, the toolbar changes to show:

  • Number of selected items (e.g., "3 Selected")
  • X button to clear selection
  • Move button to move selected items
  • Delete button to remove selected items

Moving Files and Folders​

To move one or more items to a different folder:

  1. Select the items you want to move using checkboxes
  2. Click the Move button in the selection toolbar
  3. A modal dialog will appear showing your folder structure
  4. Click on the destination folder
  5. Confirm the move

Important Notes:

  • You can move multiple files and folders at once
  • The system updates all file paths automatically
  • Folders can be moved into other folders (nested structure)
  • You cannot move a folder into itself or its subfolders

Renaming Files and Folders​

To rename a file or folder:

  1. Click the three-dot menu (⋮) next to the item
  2. Select Rename from the menu
  3. Enter the new name in the dialog
  4. Click Save

Naming Requirements:

  • Duplicate names within the same folder are not allowed
  • Follow the same naming rules as folder creation
  • File extensions cannot be changed (for files)

Deleting Files and Folders​

Delete Single Items:

  1. Click the three-dot menu (⋮) next to the item
  2. Select Delete from the menu
  3. Confirm the deletion in the dialog

Delete Multiple Items:

  1. Select items using checkboxes
  2. Click the Delete button in the selection toolbar
  3. Confirm the deletion

Important Warnings:

  • ⚠️ Deletion is permanent and cannot be undone
  • ⚠️ Deleted files cannot be recovered
  • ⚠️ Deleting a folder also deletes all files and subfolders within it
  • Always double-check before confirming deletion

Best Practice: Before deleting important files, consider downloading a backup copy first.

Searching and Filtering​

The search box at the top of the File Manager allows you to quickly find files:

  1. Click in the search box (or press / to focus)
  2. Type any part of a file name
  3. The file list updates in real-time as you type
  4. Search is case-insensitive
  5. Clear the search box to see all files again

Search Behavior:

  • Only searches within the current folder
  • Matches partial file names
  • Does not search folder names or file contents
  • Results appear instantly as you type

Downloading Files​

To download a file:

Method 1: From the List

  1. Click the three-dot menu (⋮) next to the file
  2. Select Download
  3. The file will download to your device

Method 2: From File Details

  1. Click on the file name to open the details drawer
  2. Click the Download button
  3. The file will download to your device

Viewing File Details​

To see detailed information about a file:

  1. Click on a file name in the list

  2. A sidebar drawer opens on the right side showing:

    • File name: The original filename
    • Size: File size in KB, MB, or GB
    • Location: Full folder path (e.g., "Files > Sample Folder")
    • Owner: The user who uploaded the file
    • Uploaded: Date and time of upload
    • Last Modified: Date and time of last update

  3. From this drawer, you can also:

    • Download the file
    • Delete the file
    • Close the drawer (click X or click outside)

Common Tasks​

Organizing Files by Category​

A good practice is to create folders for different types of documents:

Files/
├── Coaching/
│   ├── Training Plans/
│   └── Session Notes/
├── Committee/
│   ├── Meeting Minutes/
│   └── Reports/
├── Policies/
│   ├── Safety/
│   └── Membership/
└── Member Resources/

Sharing Documents with Your Club​

While direct file sharing is coming soon, you can currently:

  1. Upload files to a well-organized folder structure
  2. Give team members the Manage Files permission
  3. Direct them to specific folders via verbal or written instructions

Managing Storage Space​

If you're approaching your quota limit:

  1. Review old or unused files
  2. Delete files that are no longer needed
  3. Consider archiving large files externally
  4. Contact support about increasing your quota

Batch Operations​

To efficiently manage multiple files:

  1. Use the header checkbox to select all files in the current folder
  2. Apply bulk actions (Move or Delete) to save time
  3. Clear selection with the X button if you change your mind

Troubleshooting​

Upload Issues​

Problem: Upload fails or shows an error

  • Check your storage quota - you may be at or near your limit
  • Ensure the file is under 2GB in size
  • Verify you have a stable internet connection
  • Try a different browser if issues persist
  • Check that the file name doesn't contain special characters

Problem: Upload progress stalls

  • Large files use chunked uploads - wait for all chunks to complete
  • If stalled for more than 5 minutes, refresh the page and try again
  • Check your internet connection stability

Permission Issues​

Problem: Cannot see the Files menu

  • You need the Manage Files permission assigned to your account
  • Contact a club administrator to request access

Problem: Buttons are disabled or missing

  • Verify you're logged in with the correct account
  • Check that your permission hasn't been revoked
  • Try logging out and back in

Problem: Cannot find an uploaded file

  • Use the search box to search by file name
  • Check that you're in the correct folder (check breadcrumbs)
  • Verify the file uploaded successfully (check for error messages)
  • The file list may be cached - try refreshing the page

Problem: Folder appears empty when it shouldn't be

  • Refresh the page to reload the file list
  • Check if a search filter is active (clear the search box)
  • Verify you're viewing the correct folder path

Other Issues​

Problem: Can't delete or move files

  • Ensure you have the Manage Files permission
  • Check that the file isn't currently being viewed or downloaded by another user
  • Try refreshing the page and attempting again

Problem: File details don't display

  • Close and reopen the details drawer
  • Refresh the page
  • Clear your browser cache

Frequently Asked Questions​

Q: Can I upload entire folders?
A: Yes! You can drag a folder from your computer onto the File Manager page, and all files within will be uploaded while preserving the folder structure.

Q: What happens if I upload a file with the same name?
A: The existing file will be overwritten with the new version. There is no version history, so make sure this is what you want to do before uploading.

Q: Can I recover deleted files?
A: No, deletion is permanent. ClubPal does not have a recycle bin or trash feature. Always confirm before deleting important files, and consider downloading a backup first.

Q: What file types can I upload?
A: Most common file types are supported including PDFs, documents, spreadsheets, images, and videos. Files must be under 2GB in size.

Q: How do I increase my storage quota?
A: Contact ClubPal support to discuss storage upgrade options for your club.

Q: Can members without permission view files?
A: Currently, no. Only users with the Manage Files permission can access the File Manager. A file sharing feature for read-only access is planned for a future update.

Q: Is there a limit to how many files I can have?
A: No, there's no limit on the number of files - only on the total storage size (default 1GB). You can have thousands of small files as long as they fit within your quota.

Q: Can I organize files into subfolders?
A: Yes! You can create nested folder structures with folders inside other folders, allowing for complex organization.

Q: What happens to folder paths when I move files?
A: The system automatically updates all file paths when you move files or folders. You don't need to worry about broken links or references.

Need Help?​

If you encounter issues not covered in this documentation or need assistance with the File Manager, please contact ClubPal support for help.