Manage Photos, Files, and Images

Manage Photos, Files, and Images

On this page, you can see everything that has been uploaded for your location: photos, logos, service and product images, staff member photos, and documents. You can find it in the menu under Marketing & website → Website & Google → Photos & media (/manager/files-media). It applies to the location selected at the top of the dashboard.

This page is only accessible to the owner. All other managers see the title and “Access denied” with the phrase “This page is only available for Primary Managers and Organization Owners.”. The menu still displays the line.

The page has three tabs: Files, Media, and Optimization.

Files

The “Files” tab displays everything as a list. Each row includes the filename, size, upload date, a symbol “Public” if the file is available online, and the category. The category is listed by its internal name, for example BUSINESS_GALLERY or OTHER. If there are no results, “No files found” and “Upload files to get started” appear there.

Above the list are two filters:

• Search: The “Search files...” field searches the file name, title, description, and alt text.
• Category: The “Filter category” field with “All categories”, “Business logo”, “Gallery”, “Cover image”, “User avatar”, “Staff avatar”, “Service main image”, “Service gallery”, “Product main image”, “Product gallery”, “Marketing banner”, “Documents”, and “Other”.

The most recent files are at the top, 20 per page; you can scroll down to see more. Both filters apply to “Files” and “Media” together.

At the end of each row, the ellipsis menu opens three actions:

• Details: opens “File details” with the filename, file type, “File size”, “Uploaded at”, “Category”, and “Visibility” (“Public” or “Private”). For images, there is a preview below.
• Download: downloads the file to your device. If there is no link, “Download not available” appears with “This file cannot be downloaded at the moment.”
• Delete: opens “Delete file” with the question “Are you sure you want to delete this file? This action cannot be undone.” and the buttons “Cancel” and Delete. After that, it disappears (“File deleted”). If the image is still in use somewhere else—for example, as a logo or feature image—it will also be empty there afterward.

Media

The “Media” tab displays the same entries as a gallery. Below each image are the filename, dimensions, and size, along with up to two tags and “+ number” for more. Tags are displayed here but cannot be edited.

Clicking on an image opens it in full size, with zoom, full-screen mode, and a bar showing all images on the page. In the top-right corner of each image is a red trash can. Clicking it opens “Delete image” with the warning “Warning: permanent deletion”: The image will be removed from the database and from cloud storage and cannot be recovered. Delete permanently deletes it (“Image has been deleted”), “Cancel” keeps it.

There is also the Refresh button here, which reloads the list (“Media library has been updated.”).

Upload

The Upload files button is located in the top-right corner (on mobile devices, it's just the cloud icon). It's missing from the “Optimization” tab. In the window “Upload files”, drag files onto “Drop files here or” or tap Select files. Below that, it says “Maximum 10.00 MB per file” and “All files are automatically scanned for viruses”.

What happens depends on the tab where you tap the button:

• In the “Files” tab: Images, PDFs, Word documents (.doc, .docx, .odt), Excel files, and CSV files (.xls, .xlsx, .csv) are allowed. The files are placed in the “Other” category and are private.
• In the “Media” tab: Only images are allowed. They are placed in the “Gallery” category and are resized and optimized in the process.

Any file larger than 10 MB will be rejected (“File too large”, “… exceeds the maximum size of …”). During the upload, you'll see “Upload progress” with “Uploading...”, “Virus scan in progress...”, and finally “Upload complete”. If the upload fails—for example, due to an unsupported file type—you'll see “Upload failed”. As soon as a file is finished, the window closes and the list reloads.

Optimization

The “Optimization” tab converts your photos to WebP, an image format that uses less data while maintaining the same quality. This makes your page load faster.

At the top are four numbers: “Total images”, “Total size”, “Already webP”, and “Can be converted” (JPEG and PNG images that can still be converted; private files are not included). Below that, “Format distribution” (“Overview of image formats in use”) shows the number of images and their size for each format.

The Convert to webP button is off as long as there is nothing to do (“Every image is already in a modern format.”). It opens “Convert images to webP” with three notes:

• Each image and its thumbnails will then be available as WebP files.
• The original files remain saved, and existing links will continue to work.
• The process runs in the background; you can leave the page.

Start conversion starts the process; “Cancel” closes the window. At the end, “Conversion complete” appears with either “… images converted, … saved.” or “Nothing left to convert.”. If an error occurs, “Conversion failed” appears. If it takes longer than five minutes, you'll see “The conversion keeps running in the background. Refresh the page later to see the result.”

Frequently Asked Questions

Where do I upload my logo or cover photo? Not here, but under Settings → Location → Profile & Branding (see “Change company name, logo, cover photo, and business type”). You'll see them in the list afterward.

Why can't I see Photos & Media, or do I only see “Access denied”? The page is reserved for the owner.

Can I add tags to an image here? No, tags are only displayed.

Where do I share a file with someone? You can't do that on this page. You can download a file and share it yourself.

Is the original deleted during conversion? No, the originals remain stored.