Storage & Quotas

Understand your club storage quota, check current usage, and free up or increase space.

Every club gets a generous storage allowance for the File Manager. This guide covers the quota, how to check what you are using, and what happens if you run out.

Storage Quota Overview

Every ClubPal club receives a 10 GB storage quota. 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

The File Manager displays your storage information at the top of the page:

Quota: your total allocation, shown as "10 GB"

Files: the total count of files across all folders

Usage bar: shows used space against the quota (for example, "4.2 GB of 10 GB used"), with a colour that changes as you get closer to the limit:

  • Green: up to 80% used
  • Amber: above 80% used
  • Red: above 90% used

The figures refresh as you upload, delete, and replace files.

Storage Limits

Maximum File Size

  • Individual files can be up to 1 GB each
  • Files larger than 2 MB are automatically uploaded in 2 MB chunks, so a dropped connection does not mean starting the whole upload again
  • Very large files may take time to upload depending on your connection

Total Storage

  • Quota: 10 GB per club
  • No limit on the number of files or folders
  • Contact support if your club needs more

What Happens When You Reach Your Quota

Upload Blocking

When you attempt to upload a file that would take you over the quota:

  1. The upload is blocked
  2. You see the 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 are 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 an existing file with a larger version

Managing Your Storage

Check What's Using Space

To find your largest files, browse your folders and read the Size column in List View. The file list is always ordered with folders first and then by name, so there is no way to sort the whole list by size from the File Manager itself.

Free Up Space

1. Delete unused files

  • Remove outdated documents and duplicates
  • Remove files uploaded by mistake
  • Remember that deletion is permanent, so download anything important first

2. Optimise before uploading

  • Resize photos rather than uploading straight off a camera or phone
  • Use MP4 with H.264 for video, and consider 720p for training clips
  • Compress large scanned PDFs

3. Host very large video elsewhere

Long-form video eats storage faster than anything else. For full match recordings or a season's worth of footage, consider YouTube or Vimeo and link to it from ClubPal.

Increasing Your Storage Quota

If your club needs more than 10 GB:

  1. Contact ClubPal support through your admin dashboard
  2. Describe what you need the extra space for
  3. Support can raise the quota on your club

Storage Best Practices

Optimise Before Uploading

Images:

  • Resize images to sensible dimensions (1920px wide is plenty for photos)
  • Use JPEG for photographs, it is much smaller than PNG
  • 90% quality usually looks identical to 100% at a fraction of the size

Videos:

  • Use MP4 with the H.264 codec for the best compatibility and size
  • Consider 720p rather than 1080p for training videos
  • Trim unnecessary footage before uploading

PDFs:

  • Compress large scanned PDFs before uploading
  • Remove unnecessary pages

Organise for Efficiency

  • Group by access frequency: keep frequently accessed files to hand, archive rarely used ones
  • Date-based folders: move old content into annual folders so it is easy to see what can go
  • Regular audits: review your file structure once or twice a year

Sharing Considerations

  • Shared files count towards your club's quota, not the recipient's
  • Deleting a shared file removes it for everyone it was shared with
  • Very large media files might be better hosted on YouTube or Vimeo with a link in ClubPal

Troubleshooting Storage Issues

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

  • Cause: the file you are uploading would take you past the quota, or the figures on screen are stale
  • Solution: refresh the page to get current figures, check the size of the file you are uploading, and contact support if it still does not add up

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

  • Solution: browse folders and check the Size column in List View. There is no sort-by-size control, so work through the folders most likely to hold video and photos first.

Problem: Deleted files but the quota didn't decrease

  • Cause: the figures are recalculated after the delete completes
  • Solution: refresh the page, and contact support if the quota has not moved after a few minutes

Frequently Asked Questions

Q: Is the 10 GB quota shared across all features or just the File Manager?
A: The quota applies to the File Manager. Other features have their own storage.

Q: Can I see storage usage per folder?
A: Not currently. ClubPal shows total usage only, so you will need to check folder contents yourself.

Q: What happens to shared files if I delete them to free space?
A: They are deleted for everyone. Recipients lose access, so tell them before deleting shared content.

Q: Do deleted files go to a trash or recycle bin?
A: No, deletion is permanent. Download anything you might need later before deleting it.

Q: Can I set alerts for when I approach the quota limit?
A: Not currently. The usage bar changes colour as you approach the limit, but no email is sent.

Q: Does ClubPal compress files automatically?
A: No, files are stored in the format you upload them in. Compress before uploading if you want to save space.

Need Help?

If you have a storage problem or want to discuss increasing your quota, contact ClubPal support through your admin dashboard.