Table of Contents
Team Media Library
How to upload, organise, and manage files in your team media library, including tagging for automatic event linking
Team Media Library
The team media library is a central store for all the files your team uploads — documents, PDFs, images, and more — with tagging, filtering, and full-text PDF search to help you find what you need quickly.
Overview
The media library is where your team's shared files live. You can upload anything from operational documents and briefing packs to site maps and reference images. Files can be tagged for easy organisation, filtered by type, and searched by filename or — for PDFs — by the content inside the document itself.
Documents stored here can also be linked to specific events, making them instantly accessible to crew members on the day via the mobile app. With venue and event-type tags, this linking can happen automatically when an event is created.
Before You Start
- You must be a team owner or have the admin role to access and manage the media library.
- The media library is a team plan feature — the option will only appear in your sidebar if your team is on a qualifying plan.
- Individual files can be up to 20 MB each.
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In the left-hand navigation sidebar, expand the Resources section.
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Click Media Library.
Uploading Files
Step 1: Select or drag files to the upload zone
The top of the Media Library page shows the upload zone — a drag-and-drop target.
You can either:
- Drag files directly from your computer and drop them onto the zone, or
- Click the zone to open a standard file browser and select files.
You can select or drop multiple files at once.
Step 2: Review staged files
Once you've selected your files, they appear as a list below the upload zone — one row per file, showing the filename and size. Image files show a small thumbnail preview.
If you change your mind about a file before uploading, click the X on its row to remove it from the list.
Step 3: Upload
Click Upload [N] file(s) to send the files to your team library. A progress indicator shows as each file uploads.
Once complete, the upload zone clears and your new files appear at the top of the media grid.
PDFs are automatically indexed for full-text search as part of the upload process. You can search the content of PDF files (not just filenames) using the search bar.
Browsing and Filtering the Library
The media grid shows all uploaded files, most recent first, 20 per page. Several tools help you narrow down what you're looking at.
Searching
Type in the Search field to filter files by filename. For PDFs, the search also looks inside the document — so searching for "risk assessment" will surface any PDF containing that phrase, even if the filename doesn't mention it. Results update as you type.
Filtering by file type
Use the Type dropdown to show only a specific kind of file:
| Option | Shows |
|---|---|
| All | Everything |
| Images | Photos and graphics |
| Videos | Video files |
| Audio | Audio recordings |
| Documents | PDFs, Word documents, spreadsheets, and similar |
Filtering by tag
Use the Tags dropdown to filter by one or more tags. Only files that have at least one of the selected tags will be shown. The dropdown includes your custom tags, plus auto-generated venue and event type tags (more on those below).
Tags are labels you can apply to files to organise and filter them. There are three types of tag in IndieBase:
Custom tags are ones you create yourself. You give each one a name and pick a colour — the colour is used to visually distinguish tags on file cards in the grid.
Venue tags are created automatically when you add a venue to your team. They appear in the tag list as Venue: [name] — for example, "Venue: Silverstone Circuit". If you rename a venue, the tag updates automatically. Venue tags are read-only and cannot be edited or deleted from the media library.
Venue tags display in pink (the secondary colour) wherever they appear — on file cards in the media grid, in the tag filter dropdown, and in the Manage Tags modal. This makes them easy to spot at a glance.
Any document tagged with a venue tag will be automatically linked to a new event when that event is created with a matching venue. For example, a site map tagged "Venue: Silverstone Circuit" will be linked to any new Silverstone event the moment it is saved. See Event Documents for more on how this works.
Event type tags are generated from the event type options configured for your team. They appear as Type: [name] — for example, "Type: Motorsport" or "Type: Concert". Like venue tags, they are managed automatically and shown as read-only.
Event type tags display in sky blue (the primary colour) throughout the interface — on file cards, in the tag dropdown, and in the Manage Tags modal.
Just like venue tags, event type tags trigger automatic linking. Any document tagged "Type: Motorsport" will be linked to every new Motorsport event your team creates. This is useful for generic documents that apply to all events of a particular type, such as a motorsport medical protocol PDF.
Auto tags (venue and event type) cannot be renamed or deleted from the Media Library — they're maintained automatically based on your team's configuration. Only custom tags can be created and edited here.
Opening the tag manager
Click Manage Tags in the top-right corner of the Media Library page.
The Manage Tags modal opens, listing all tags for your team.
Tags are grouped visually:
- Custom tags have edit and delete controls.
- Auto tags (venue and event type) display an "auto" badge and have no controls — they're managed elsewhere.
Creating a custom tag
At the top of the Manage Tags modal:
- Type a tag name in the Name field (up to 100 characters).
- Use the Colour picker to choose a colour for the tag badge.
- Click Add to create the tag.
The new tag will immediately appear in the tag list and be available to apply to files.
Editing a custom tag
Click the pencil icon on any custom tag to edit its name or colour. Click Save to confirm your changes.
Deleting a custom tag
Click the trash icon on a custom tag. The tag will be removed from all files it was applied to and deleted.
Deleting a tag does not delete any files — it just removes the tag label from them.
Tagging a single file
Each file card in the media grid shows the tags currently applied to it. To add or remove a tag on a single file, click the file card's tag area (or the tag toggle in the file's detail view). Tags already applied are highlighted — click to toggle them on or off.
Bulk tagging multiple files
To apply tags to several files at once:
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Select files by ticking the checkbox in the top-left corner of each file card.
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The bulk action bar appears above the grid, showing how many files are selected.
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Choose the tags you want to apply from the Tags multi-select in the bulk action bar.
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Click Apply Tags to add those tags to all selected files (existing tags on those files are not removed).
Downloading Files
Click the download icon on any file card to download that file to your device.
Deleting Files
Deleting a single file
Click the delete icon (trash) on a file card. You'll be asked to confirm before the file is permanently removed.
Bulk deleting files
- Select the files you want to delete by ticking their checkboxes.
- Click Delete in the bulk action bar.
- Confirm the deletion prompt.
Deleted files cannot be recovered. If a file is linked to any events, it will be unlinked from those events as well as deleted.
Tips & Best Practices
- Tag documents with venue and event-type tags to enable auto-linking. When you create an event, IndieBase automatically links any documents in your library that are tagged with the matching venue or event type. Tag your site maps with the relevant venue, and your protocol documents with the relevant event type, and they'll be ready in every matching event without any manual linking. See Event Documents for the full picture.
- Tag files when you upload them. It's much easier to stay organised if you apply tags immediately — bulk tagging helps when you're adding several related files at once.
- Use custom tag colours meaningfully. For example, use red for safety-critical documents, green for briefing packs, and blue for maps. Once your team agrees on a colour convention, the library becomes visually scannable.
- Venue tags are automatic. Any file tagged "Venue: Silverstone Circuit" will have that tag updated automatically if you ever rename the venue. You don't need to re-tag files when venue names change.
- PDF content search is powerful. If you upload your standard operating procedures, risk assessments, or briefings as PDFs, crew members (with admin access) can search for specific content — not just filenames. This makes the library genuinely useful as a reference tool.
- Keep file sizes reasonable. The 20 MB limit per file applies to uploads. Very large files (high-resolution videos, for example) may be slow to download for crew members on mobile.
Troubleshooting
"Media Library" doesn't appear in my sidebar. The media library is a team plan feature. Your team's current subscription may not include it. Check your plan under Billing Portal in the Configuration section of the sidebar, or speak to your team owner.
I can't see the upload zone or the Manage Tags button. You need the team owner or admin role to manage the media library. If you're a standard team member, you may have read-only access or no access at all. Ask your team owner to check your role.
A file failed to upload. Check that the file is under 20 MB. If it is, try uploading it individually rather than as part of a batch. If the upload still fails, check your internet connection — uploads require an active connection.
PDF search isn't returning results I'd expect. PDF text extraction happens at upload time. If you uploaded PDFs before this feature was introduced, their content may not yet be indexed. Try re-uploading the PDF to trigger indexing. Also note that scanned PDFs (images of text) cannot be indexed — only PDFs with real selectable text are searchable.
I deleted a tag but some files still seem to have it. Deleting a tag removes it from all files immediately. Try refreshing the page — it may be a display issue.
An auto tag (e.g., a Venue tag) has the wrong name. Venue tags update automatically when you rename a venue. Go to Venues in the sidebar, find the venue, click Manage, and update the venue name there. The tag will update to match.
- Managing Venues — venue tags in the media library are created and updated automatically when you manage your venues
- Event Documents — how to link media library files to events and make them available to crew, including how auto-linking via tags works