Media

The Media section is the central library for all files used across your platform — images, audio, video, and fonts. Every file you reference in modules, lessons, articles, or branding lives here.

Who has access?

Media management is available to users with one of the following roles:

• Admin — Full access to upload, edit, and delete media.
• SuperUser — Full access to upload, edit, and delete media.

See User Roles for a complete role comparison.

Media library

The main Media page is split into two areas: an upload zone at the top and the file library below it.

Supported file types

Type	Accepted formats
Image	.jpg, .jpeg, .png, .gif, .bmp, .webp
Audio	.mp3, .wav, .ogg, .m4a
Video	.mp4, .avi, .mov, .mkv
Font	.ttf, .otf

Note

Images are automatically compressed during upload to reduce file size and improve loading times in the app.

Uploading files

You can upload files in two ways:

• Drag and drop — Drag files from your computer onto the upload area.
• File picker — Click Open file picker to browse and select files.

After selecting files, each one appears in a queue showing its name and status. Click Upload to start uploading all queued files. You can upload up to 50 files at once, with a maximum size of 100 MB per file.

Caution

File names must be unique. If a file with the same name already exists in the library, the upload will fail for that file.

Browsing and filtering

The file library displays all media as cards in a grid layout. Each card shows:

• A preview of the file (thumbnail for images, playback controls for audio and video, font sample for fonts).
• The file name.
• Usage information — which modules, lessons, articles, or other features reference this file.
• Edit and Delete buttons.

Use the search field to find files by name, or the media type dropdown to filter by Images, Audio, Video, or Fonts.

Editing media

Click a media card or its Edit button to open the detail page. The detail page shows:

• Full preview — A larger view of the file. Images display at full size. Audio and video include playback controls. Fonts show a character sample.
• Details — The file name (editable), type, and creation date.
• Usage — A list of every place the file is referenced, grouped by category (Modules, Lessons, Articles, Tenant Banners, Font Assignments, etc.). Each item links directly to the referencing entity.

Renaming a file

1. On the media detail page, click the edit icon next to the file name.
2. Enter the new name.
3. Click the save icon to confirm, or the cancel icon to discard the change.

The file is renamed both in the database and in storage.

Transcripts

For audio and video files, a Transcript section appears on the detail page. Transcripts are text files (.txt) that provide a written version of the media content.

• Upload — Click Upload Transcript and select a .txt file (max 10 MB).
• Replace — Click Replace to swap the existing transcript for a new one.
• Delete — Click Delete to remove the transcript entirely.

Tip

Transcripts are served alongside media in the app, making audio and video content accessible to users who prefer reading.

Deleting media

You can delete a media file only if it is not currently in use. If the file is referenced by any module, lesson, article, banner, font assignment, coach profile, notification, or translation override, the Delete button is disabled.

To delete a file that is in use, first remove it from all referencing entities, then return to the media library or detail page and delete it.

Caution

Deleting a media file is permanent and cannot be undone. The file is removed from both the database and storage.

Where media is used

Media files can be referenced from many areas of the platform:

• Modules and Lessons — Cover images.
• Lesson Steps — Audio, video, and background images.
• Articles — Cover images and embedded media within article content.
• Topics — Cover images.
• Brand Center — Banners, fonts, and videos. See Brand Center for details.
• Coaches — Profile pictures.
• User Notifications — Attached media.
• Translations — Font overrides for translation styling.

The usage panel on each media detail page shows exactly where a file is referenced, with direct links to each entity.

Related topics

• Content Management — Managing modules and lessons that reference media.
• Articles — Creating articles with cover images and embedded media.
• Brand Center — Configuring banners, fonts, and videos for your tenant.