Viewing Files

Preview supported file types, read file metadata, and review the activity log for any file.

ClubPal's File Manager includes a dedicated file viewing page that provides previews for supported file types and detailed metadata for all files.

Accessing File View

To view a file:

  1. Click on any file name in the File Manager
  2. You'll be taken to the File View page
  3. The page shows a preview (for supported types) and file details

File Preview Features

The File View page provides inline previews for many common file types:

Images

  • Supported formats: JPG, JPEG, PNG, GIF, BMP, WebP, SVG, ICO
  • Display: Full-size image with responsive scaling
  • Background: Light gray background for transparent images
  • Max height: 800px (scrollable if larger)

Videos

  • Supported formats: MP4, WebM, OGG, AVI, MOV, WMV, FLV, MKV (your browser decides which of these it can actually play)
  • Features:
    • HTML5 video player with controls (play, pause, volume, fullscreen)
    • Preloads metadata for quick start
    • Black background for cinematic viewing
    • Max height: 600px

PDFs

  • Display: Embedded PDF viewer
  • Features:
    • Full page viewing
    • Zoom controls
    • Page navigation
    • Height: 800px (scrollable for long documents)

Audio Files

  • Supported formats: MP3, WAV, OGG, FLAC, M4A, AAC
  • Features:
    • HTML5 audio player with controls
    • File type icon display
    • Centered presentation
    • Playback controls (play, pause, volume, timeline)

Non-Previewable Files

For file types that can't be previewed inline (Word documents, Excel spreadsheets, ZIP archives, etc.):

  • A large file type icon is displayed
  • File name and size are prominently shown
  • A Download File button is provided
  • Example file types: DOCX, XLSX, ZIP, RAR, EXE

File Details Sidebar

The right sidebar of the File View page displays comprehensive metadata:

Name

The original filename exactly as uploaded

Size

File size displayed in appropriate units:

  • Bytes (B) for tiny files
  • Kilobytes (KB) for small files
  • Megabytes (MB) for medium files
  • Gigabytes (GB) for large files

Location

Full folder path showing where the file is stored:

  • Example: "Files > Coaching > Training Plans"
  • Shows the complete hierarchy
  • Helps you understand file organization

Owner

The club member who uploaded the file:

  • Shows the member's name
  • If you uploaded it, displays a "You" badge
  • Helps track file ownership and responsibility

Uploaded

Date and time the file was originally uploaded:

  • Format: "MMM d, yyyy h:mm tt" (e.g., "Oct 31, 2025 2:30 PM")
  • Converted to your local timezone
  • Useful for auditing and tracking

Last Modified

Date and time the file was last updated:

  • Same format as Uploaded
  • Shows when file was replaced or metadata changed
  • Initially matches upload date for new files

Your Permission

Displays your access level for the file:

  • Owner: Full control (you uploaded it or have Manage Files permission)
  • Edit: Can modify and delete the file
  • View: Can view and download only

This helps you understand what actions you can perform on the file.

Available Actions

The sidebar of the File View page carries the actions available to you. Which ones appear depends on your permission for that file.

Download

  • Click the Download button in the sidebar, or the large Download File button shown in place of a preview for file types that cannot be previewed

Upload New Version

  • Shown when you have Edit permission on the file
  • Click Upload New Version and pick a replacement from your computer
  • The file keeps its name, location, and existing shares, and the replacement is recorded in the Activity Log
  • Click Copy Link to copy the address of this file's page in ClubPal to your clipboard
  • The link only works for people who already have access to the file, it does not grant access on its own. To give someone access, use Share.

Share

  • Click the Share button to share the file with members or groups
  • Create anonymous share links for external access
  • See Sharing Files for detailed sharing instructions

Delete

  • Click the Delete button (if you have permission)
  • Confirm deletion in the warning dialog
  • Remember: Deletion is permanent

Return to File List

  • Click the Back to Files button in the toolbar
  • Returns to the folder containing this file
  • Preserves your location in the folder hierarchy

Shared With

When a file has been shared, a Shared With card appears below the file details listing every active share on it: a public link, all club members, active members only, a named member, or a group. It is a read-only summary. To add or remove a share, use the Share button, which opens the sharing drawer described in Sharing Files.

Activity Log

Users with the Manage Files permission can view a comprehensive activity log for each file, tracking all access and modifications.

What is Tracked

The Activity Log records:

  • Downloads: When someone downloads the file to their device
  • Uploads: When the file was originally created
  • Replacements: When the file content was replaced with a new version

Note: File previews and inline viewing are NOT logged as downloads. Only actual file downloads (clicking the Download button) are tracked.

Activity Log Information

Each log entry displays:

  • Date & Time: When the action occurred (in your local timezone)
  • Action: Type of activity, shown as a badge with its own icon
    • Upload: green badge with an upload icon
    • Download: a badge in your club's main colour, with a download icon
    • Replace: amber badge with a refresh icon
  • User: Name of the person who performed the action
    • Shows "Anonymous" for downloads via public share links
    • Shows member name for authenticated users
  • IP Address: The IP address from which the action originated

Accessing the Activity Log

The Activity Log appears on the File View page:

  1. Navigate to any file in the File Manager
  2. Scroll down below the file preview to see the Activity Log section
  3. The 10 most recent activities are displayed by default
  4. Click Show More to load additional entries (10 at a time)

Privacy & Security

  • Only users with Manage Files permission can view the Activity Log
  • Activity logs help with:
    • Audit compliance and tracking
    • Understanding file usage patterns
    • Identifying unauthorized access
    • Monitoring file distribution
    • GDPR compliance and data access tracking

Use Cases

The Activity Log is valuable for:

  • Compliance: Track who accessed sensitive documents and when
  • Auditing: Verify file distribution for important announcements
  • Security: Monitor unusual download patterns or unauthorized access
  • Analytics: Understand which resources are most popular
  • Accountability: Track file modifications and replacements

File Type Icons

ClubPal uses intuitive icons to represent different file types:

  • PDF: Red document icon
  • Word: Blue document icon
  • Excel: Green spreadsheet icon
  • PowerPoint: Orange presentation icon
  • Image: Picture frame icon
  • Video: Video camera icon
  • Audio: Music note icon
  • ZIP: Compressed folder icon
  • Generic: Gray document icon for unknown types

These icons appear throughout the File Manager and help you quickly identify file types at a glance.

Browser Compatibility

Fully Supported Browsers

Modern browsers provide the best file viewing experience:

  • Google Chrome 90+
  • Mozilla Firefox 88+
  • Microsoft Edge 90+
  • Safari 14+

Preview Limitations

Some file types may not preview in certain browsers:

  • Older browsers may not support HTML5 video/audio
  • PDF viewing requires browser PDF support
  • Download the file if preview doesn't work in your browser

Tips for Best Viewing Experience

For Images

  • High-resolution images may take longer to load
  • Use the browser's zoom controls (Ctrl/Cmd + Plus/Minus) for detailed viewing
  • Right-click to save image directly from preview

For Videos

  • Large video files may buffer before playing
  • Ensure stable internet connection for smooth playback
  • Use fullscreen mode for better viewing
  • Check audio settings if sound doesn't play

For PDFs

  • Use the embedded viewer's controls for navigation
  • Some complex PDFs may be slow to load
  • Download the PDF for advanced features (annotations, forms)

For Audio

  • Playback begins when you click play
  • Use the timeline to skip to specific parts
  • Adjust volume with the slider control

Troubleshooting

Problem: File preview doesn't display

  • Ensure your browser supports the file type (modern browsers support images, videos, PDFs, and audio)
  • Check your internet connection for large files
  • Try downloading the file if preview isn't supported
  • Clear your browser cache and reload the page

Problem: Video or audio won't play

  • Verify the file format is supported (MP4, WebM for video; MP3, WAV for audio)
  • Check browser console for codec errors
  • Try a different browser
  • Download and play locally if browser playback fails

Problem: PDF shows blank page

  • Wait for the PDF to fully load (may take time for large documents)
  • Try downloading the PDF instead
  • Ensure browser has PDF viewing enabled
  • Update your browser to the latest version

Problem: Download button doesn't work

  • Check your browser's popup blocker settings
  • Verify you have permission to download
  • Try right-clicking and "Save Link As"
  • Contact your administrator if issues persist

Next Steps