File storage
Folders for your club's documents – who may look inside, how files get in and how much space is left.
File storage is where your club's documents live: receipts for the treasurer, contracts, scanned minutes, the artwork for the poster. You create folders and decide for each one which roles may look inside.
Everything then sits in one place that everyone can find again – not in a mailbox or on the computer of someone who won't be on the board next year.
The folder decides who looks inside
Not every document is meant for everyone. That is why visibility belongs to the folder:
- A folder for everyone in the club – "Club documents" with statutes and forms, for example.
- A folder for specific roles – "Accounting receipts", for example, which only the treasurer sees.
Anyone who may not see a folder is not shown it at all – not even its name. Administrators and the club owner always get in; otherwise a club could lock itself out of its own documents.
Subfolders inherit the visibility
Inside a folder you can create as many subfolders as you like, one per year for example. They apply to the same roles as the folder above them. If you need something tighter, create another top-level folder – then the boundary is visible too.
Two separate rights
There is a difference between "looking inside" and "working in it", and it is deliberate:
- Creating and shaping folders – changing name, description and visibility. Default: board and administrator.
- Adding and deleting files – in every folder you can see. Default: board and administrator as well.
Should the treasurer file their own receipts?
Then give the treasurer role the right to manage files in the role editor. They can then work in their folder – but cannot create folders or change any visibility.
The same space as the pictures
Files and photos share one allowance. What you put into storage is therefore missing from the photo archive and the other way round. How much is used appears above the folder list as soon as it gets tight.
Sheet music, audio recordings and attachments on appointments or minutes do not count – only photos and files.
No recycle bin
A deleted file is gone immediately. Unlike members, appointments or photos, file storage has no thirty days to bring something back.