Skip to main content

Media

The Media gallery is a dedicated tab on session pages where administrators and coaches can upload and share photos and videos with club members. This feature allows you to document sessions, share memories, and build engagement within your club community.

Viewing media​

The Media tab appears on every session page. Here's how to view photos and videos:

  1. Navigate to a session page
  2. Click the Media tab
  3. You'll see a grid of all photos and videos uploaded for that session
  4. Click any photo or video to open the fullscreen lightbox viewer
  5. Use the navigation arrows to move between items
  6. Press Escape or click outside the lightbox to close

When you open a photo or video in fullscreen mode, you can:

  • Navigate: Use arrow keys or on-screen arrows to browse through items
  • View metadata: See the upload date and uploader information
  • Download: Save the full-resolution image or video to your device
  • Close: Press Escape or click the X button
tip

The lightbox automatically loads high-quality versions of photos for crisp, detailed viewing.

Uploading media​

note

Only members who can edit sessions (administrators and coaches with the ManageSessions permission) can upload photos and videos.

The easiest way to upload files is by dragging them directly onto the Media tab:

  1. Navigate to a session page and click the Media tab
  2. Open a file browser window on your computer (Finder on Mac, File Explorer on Windows)
  3. Select one or more photos or videos
  4. Drag them onto the Media tab
  5. Release to start uploading

Benefits of drag-and-drop:

  • Upload multiple files at once
  • Fast and intuitive
  • Instant feedback as uploads progress

Method 2: Upload Media button​

Alternatively, you can use the Upload Media button:

  1. Click the Upload Media button in the Media tab
  2. A file picker dialog will open
  3. Select the file(s) you want to upload
  4. Click Open to start the upload

Upload progress​

While files are uploading, you'll see:

  • A progress indicator showing the upload status
  • The file name being uploaded
  • A percentage complete indicator
  • For large files, a visual progress bar

Large files are automatically chunked into smaller pieces for reliable uploads, even if your internet connection is interrupted.

Supported formats and size limits​

Image formats​

ClubPal supports all common image formats:

  • JPEG
  • PNG
  • WebP
  • HEIC (iPhone photos)
  • GIF

Video formats​

The following video formats are supported:

  • MP4
  • MOV
  • WebM

File size limits​

  • Maximum file size per upload: 1 GB
  • Files over 2 MB: Automatically uploaded in chunks for reliability
  • Storage quota: Media files count toward your club's total storage quota (shared with File Manager)
tip

If you're uploading photos from an iPhone, HEIC format is fully supported. There's no need to convert them to JPEG first.

Storage and quota​

Media files (photos and videos) are stored in your club's storage allocation, which is shared with the File Manager. Every photo or video uploaded counts toward your storage quota.

Checking your storage usage​

To see how much storage you're using:

  1. Go to Admin > File Manager > Storage
  2. View your current usage and quota
  3. Storage used includes all files in File Manager and all media across all sessions

If you're approaching your quota limit, you can:

  • Delete old or unnecessary media from session galleries
  • Archive or delete files from the File Manager
  • Contact ClubPal support to increase your storage allocation

Permissions and access​

Who can upload?​

Any member who can edit sessions can also manage session media. This includes:

  • Club administrators
  • Session coaches or organizers
  • Staff members with the ManageSessions permission

Who can view?​

All club members can view photos and videos on session pages. Members without session editing rights can:

  • ✓ View photos and videos
  • ✗ Upload new files
  • ✗ Delete photos or videos

Deleting media​

Only members who can edit sessions can delete photos and videos from a session gallery. Once deleted, media cannot be recovered, so delete carefully.

Tips and best practices​

Organize by session​

Upload photos soon after a session ends while they're still fresh. This helps members relive the experience and keeps session galleries up-to-date.

File naming​

If you're uploading multiple files, consider using descriptive names:

  • ✓ Good: 2025-01-15-morning-swim.jpg, coaching-session-warmup.mp4
  • ✗ Poor: photo123.jpg, IMG_001.jpg

Quality vs. file size​

Most modern cameras and phones produce photos that are already optimized for web. If you have very large files:

  • Consider resizing large images before upload (aim for 3000-4000 pixels on the longest side)
  • This speeds up uploads and reduces storage usage without visible quality loss

iPhone HEIC photos​

Photos from iPhones are automatically in HEIC format. ClubPal supports this format natively, so there's no need to convert to JPEG before uploading.

Video recommendations​

  • Aim for videos under 500 MB when possible
  • Common formats (MP4, MOV) work best
  • Ensure your videos are properly encoded to avoid playback issues

Troubleshooting​

"Upload failed" error

  • Check your file size (must be under 1 GB)
  • Verify you have session editing (ManageSessions) permission
  • Check your storage quota hasn't been exceeded
  • Try uploading a smaller file to test your connection

Photo appears blurry or pixelated

  • This usually means the file was compressed. Try uploading the original, uncompressed version
  • Check the original file quality before upload

Video won't play

  • Ensure the video is in a supported format (MP4, MOV, WebM)
  • Try converting to MP4 using a tool like Handbrake
  • Check that the video file isn't corrupted by trying to play it locally first

Missing permissions

  • If you don't see an Upload Media button, you don't have session editing permission
  • Contact your club administrator to request ManageSessions access