# Session media

> Share photos and videos from a session on its Media tab, including who can upload, formats, size limits and storage.

Canonical: https://www.clubpal.app/docs/sessions/photo-gallery
Section: Sessions

Every session page has a **Media** tab where photos and videos from that session can be shared with members: a technique clip from training, the relay team on the podium, the club night everyone turned up to. Each date of a recurring session has its own gallery, and everything shared counts towards the club's storage alongside the File Manager.

![A session page with the Media tab selected, showing a grid of race-start photos and a video, with an Upload Media button above the grid](https://www.clubpal.app/img/docs/session-media-gallery.png)

*The Media tab sits alongside the other tabs in the session header.*

## Who can see and share media

| Who | View and download | Upload and delete |
|---|---|---|
| Members with the **Manage Sessions** [permission](https://www.clubpal.app/docs/general/permissions) | Yes | Yes |
| Session leaders and coaches without **Manage Sessions** | Yes | Yes, for the dates they lead or coach |
| Any other signed-in member | Yes | No |
| Signed-out visitors | No | No |

> **Note**
>
> Session leaders and coaches can [edit the session they run](https://www.clubpal.app/docs/sessions/editing-sessions#access-for-session-leaders-and-coaches) without **Manage Sessions**, and that access includes its media. A session leader can upload to and delete from any date of the session; a coach can do so on the dates they are booked on as a coach. On other dates they see the gallery like any other member.

Signed-out visitors still see the **Media** tab on a session page, but the gallery appears empty to them even when photos have been shared. Members need to sign in to see it.

## One gallery per date

Each occurrence of a recurring session has its own gallery. Photos uploaded on the page for Tuesday 3 March stay with that date and do not appear on the following week's page, so open the date you want before uploading.

The number on the **Media** tab is the total for the whole session, not just the date you are viewing. On a recurring session it can therefore be higher than the number of items in the gallery below it.

If an occurrence is cancelled, its page shows **Session Cancelled** instead, and the media uploaded for that date can no longer be viewed.

## Viewing media

1. Open the session and select the **Media** tab.
2. Click a photo or video to open it full screen. Use the arrows or your arrow keys to move between items, and press **Escape** to close.
3. Use the buttons above the gallery to switch between a grid of thumbnails and a list showing each file's size, upload date and uploader. Your browser remembers which you prefer.
4. Type in **Search media** to filter by file name, the name of whoever uploaded it, or file type.

Videos show a play symbol in the grid rather than a thumbnail, and only start loading when you open them.

Each item has a menu (the three dots) with **Details**, **Preview** and **Download**. **Details** opens a side panel with the file's name, type, size, who uploaded it and when.

![The Media Details side panel open over the session gallery, listing a photo's name, type, size, uploader and upload time, with Download and Preview buttons](https://www.clubpal.app/img/docs/session-media-details.png)

*Details shows who shared a photo and when, with a Download button for the full-size original.*

## Uploading media

1. Open the session on the date the media belongs to and select the **Media** tab.
2. Click **Upload Media** and choose one or more files, or drag files from your computer anywhere onto the page and release when **Drop Media Here** appears.
3. Files upload one at a time. When they have finished, a message confirms how many were uploaded and the gallery refreshes.

Large files are sent in small pieces and a piece that fails is retried, so a patchy connection at the pool or track does not lose the whole upload.

> **Note**
>
> If you do not see **Upload Media**, you do not have the **Manage Sessions** permission and are not the session leader or a coach on this date. Ask a club administrator to grant the permission or to add you as a coach, or to upload the files for you.

### Formats and limits

- **Photos**: JPEG, PNG, WebP, HEIC and GIF.
- **Videos**: MP4, MOV and WebM.
- **Size**: up to 1 GB per file.
- **Storage**: media counts towards your club's storage quota, which is shared with the File Manager and event media. If an upload would take the club over its quota it is refused with "You've exceeded the storage limit for your site." See [Storage & quotas](https://www.clubpal.app/docs/file-manager/storage).

### If an upload fails

- Check the file is one of the formats above and no larger than 1 GB. Anything else is refused before it starts uploading.
- Check the club has storage left. Usage is shown at the top of the File Manager (see [Storage & quotas](https://www.clubpal.app/docs/file-manager/storage)). Deleting media you no longer need frees space.
- If a video uploads but will not play in your browser, convert it to MP4 and upload it again.

## Deleting media

To delete one item, open its menu and choose **Delete**.

To delete several at once:

1. Tick the box on each item. In the list view, the box in the header row selects everything currently shown.
2. The toolbar changes to show how many are selected. Click **Delete**.
3. Confirm with **Delete**.

![The session gallery in list view with two photos ticked, a toolbar reading 2 Selected and a red Delete button](https://www.clubpal.app/img/docs/session-media-list-selected.png)

*With items ticked, Upload Media gives way to a Delete button for the whole selection.*

> **Warning**
>
> Deleted media cannot be restored from ClubPal. Download anything you want to keep first.

## Tips

- **Upload while it is fresh.** Media shared on the day, or the day after, gets far more views than a batch added weeks later.
- **Name files before uploading** if you can. The file name is what **Search media** matches and what the list view shows, so `butterfly-drill-lane-3.mp4` is easier to find than `IMG_4821.mp4`.
- **Keep videos short.** A one-minute technique clip uploads faster, uses less of the club's storage and is more likely to be watched than a full session recording.
- **Remember who can see it.** Session media is visible to every signed-in member, not only the people booked on that session. Take particular care with photos of junior members.

## See also

- [Event media](https://www.clubpal.app/docs/events/media): the same gallery on event pages
- [Editing sessions](https://www.clubpal.app/docs/sessions/editing-sessions): what session leaders and coaches can change
- [Storage & quotas](https://www.clubpal.app/docs/file-manager/storage): how much space the club has
- [Permissions](https://www.clubpal.app/docs/general/permissions): granting **Manage Sessions**