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Media Library

Manage all of your media in one place and make it accessible across all features.

Table of content

  1. Access to media

  2. Search your media
  3. Suggestions
  4. Uploading a file
  5. Categories
  6. View Options
  7. Sharing Images/Files
  8. Deleting Files
  9. Using Across Features
  10. Roles and Permissions

The Media Gallery is your central hub for storing and managing all media assets in Speak2 — including images and videos. Once uploaded, your media is accessible across all Speak2 features wherever you need it - like attaching an image to a calendar event or signage. 

Access to media

The tabs on top display the level of access and what media is made available to you. 

  • Your Media are files that only you can access
  • Community Media is available to anyone in your community/building
  • Corporate Media is available to anyone in your company
  • Universal Media is available to all Speak2 users 



    Breakdown of access:


Uploaded a great photo for a movie calendar event or daily activity? You can use it directly from the Media Library again for future use. All uploaded calendar event images are placed in the Community tab under the Events category automatically.

Search

Search for any media file based on name, tags or category. Recommendations will come up!

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Suggestions

When you use the Media Library with your events, the Media Library will automatically suggest images for you to use by matching the name of the event, tags or other aspects of the events data with images in your media library. E.g., if my event is "Walking Club" an image like the below might appear.

NOTE that our matching engine takes into account the name, descriptions, tags and any dimensions of wellness/profile information. So if an event has wellness tabs checked, those will help in matching to images.  

Uploading an Image/File

  1. Open the Media Library from the Admin Panel.
  2. Click the Upload button.
  3. Choose an image file from your computer (JPG, PNG, and JPEG are supported).
  4. You'll see a preview with the image's dimensions, file size, and format.
  5. Give it a name (up to 60 characters).
  6. Pick a category (see the list below).
  7. Add tags (Max 30 characters per tag, 15 max number of tags per image) if you like — short keywords such as "summer," "garden," or "birthday" that make searching easier.
  8. Click Save.

Tip: The tab you're on when you upload determines where the image goes. Upload from "Community Media" and it's shared with your whole facility right away. Upload from "Your Media" and it stays private until you choose to share it.

Categories

Categories help keep images organized. You can filter any tab by category to quickly find what you need.

View Options

Sort media by name, date, and category(tabs). You can change the size of the image grid, and you can click any file to see it's details in the right side panel:

  • Image preview
  • Name (you can edit this)
  • Width and height
  • File format (JPG, PNG or JPEG)
  • File size
  • Date added
  • Who uploaded it
  • Category (you can change this)
  • Tags (you can add or remove these)

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Sharing Images/Files

Sharing lets you make a private/your image available to a wider audience — without uploading it again.

How to share

  1. Go to Your Media and select a private image.
  2. Open the details panel.
  3. You'll see toggle switches:
  • Share to Community — everyone at your facility can see it
  • Share to Corporate — everyone across your corporate group can see it
  • Share to Universal — everyone on the entire platform can see it
  1. Flip a toggle on to share, or off to unshare.

What happens when you share

  • A copy of the image appears in the matching tab (Community, Corporate, or Universal).
  • Your original stays in "Your Media."
  • You can share to multiple scopes at the same time (e.g., both Community and Corporate).
  • Unsharing removes the copy from that tab; your original is not affected.

Rules for sharing

  • You can only share images you uploaded that are private to your media.
  • You cannot share an image that's already a shared copy or already in a shared tab.
  • Sharing to Universal requires a Facility Admin  or higher (Corporate admin) role.

Step-by-step example

  1. You upload a photo of a garden → it appears in "Your Media," visible only to you.
  2. You toggle "Share to Community" on → a copy appears in the Community tab. Everyone at your facility can now use it.
  3. You also toggle "Share to Corporate" on → another copy appears in the Corporate tab. Your whole corporate group can use it.
  4. Later, you turn "Share to Community" off → the Community copy is removed. The Corporate copy and your original remain.
  5. If you delete the original → the Corporate copy and the file itself are permanently deleted too.

The original is always the source of truth. Remove the original, and all shared copies go with it.

Deleting Images/Files

Hover over an image and click the delete icon. You'll always see a confirmation prompt first.

Using Images/Files in Other Features

Many features across the platform let you pick an image from the Media Library without leaving what you're working on. 

  • Signage
  • Services and activities
  • Service Requests
  • Daily activities
  • Birthdays
  • Other content areas

An image picker popup appears with the same four tabs. Browse or search, then click Select to use the image. The picker is browse-only — you can't upload, edit, or delete from within it.

NOTE: Prntyr integration is in progress as of April 15 and is targeting April 30.

Roles and Permissions

Your role determines what you can do in the Media Library. Roles are listed from lowest to highest — each higher role includes all the abilities of the roles below it.

Who can access the Media Library?

The Media Library web admin page is available to users with staff management permissions — typically Power users and above.

Editing someone else's images

You can always edit images you uploaded yourself, regardless of your role. For images uploaded by others:

Deleting someone else's images

The same scope rules apply:

Permissions at a Glance