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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

  2. Finding media
  3. Uploading a file
  4. Sharing images
  5. Deleting images
  6. Using images in other features
  7. Who can do what

Media Library

The Media Library is your organization's shared photo collection. Upload a picture once, and use it anywhere in Speak2 - signage, calendar events, menus, activities, birthdays.

Find it in the Navigation sidebar under Media Library. It's available to staff with Power User permissions and above.


Media Library Tabs

Every image lives in one of four tabs. The tab decides who can see it.

Tab Who can see it
Your Media Only you
Community Media Everyone at your community
Corporate Media Everyone in your corporate group
Universal Media Everyone on the platform

An image gets into a tab one of two ways: you upload it there, or you share it there afterward.

Finding an image

Search - type a word in the search bar. It matches image names and tags within the tab you're on. Searching garden returns every garden photo in that tab.

Filter by category - use the category buttons to narrow to one type:

  • Available in every tab: Backgrounds, Menu, Activities, Birthdays, Messages, Spotlight, Announcements, Seasons
  • Community tab only: Staff, Residents, Events

Sort - by name, date added, or last updated.

Grid size - switch between small, medium, and large cards. Small shows more at once; large lets you judge a photo properly.

Search only looks at the tab you're currently viewing. If you can't find something, check you're on the right tab.

Uploaded a great photo for a movie calendar event or daily activity?

Use it directly from the Media Library again for future use. All uploaded calendar event images are automatically placed in the Community tab under the Events category.

Image 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.

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 tab you want the image to land in
  3. Click the Upload button.
  4. Choose an image file from your computer (JPG, PNG, and JPEG are supported).
  5. You'll see a preview with the image's dimensions, file size, and format.
  6. Give it a name (up to 60 characters).
  7. Pick a category (see the list below).
  8. 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.
  9. Click Save.

Categories

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

The tab you're on decides who sees it. Upload from Community Media and the whole community can use it immediately. Upload from Your Media and it stays private until you share it.

Name and tag as you go. Search only matches what you typed. A photo named IMG_4471 with no tags is a photo nobody will find again.

Editing image details

Click any image to open the details panel. You'll see:

  • Preview, dimensions, file format, file size
  • Date added and who uploaded it
  • Name - editable
  • Category - changeable
  • Tags - add or remove

Changes save immediately.

You can always edit images you uploaded. Editing someone else's depends on your role - see Who can do what.

Sharing images

Sharing makes one of your private images available to more people - without uploading it a second time.

How to share

  1. Go to Your Media and click an image.
  2. Open the details panel.
  3. Flip on the toggle for who should have it:
    • Share to Community - everyone at your community
    • Share to Corporate - everyone in your corporate group
    • Share to Universal - everyone on the platform
  4. Flip a toggle off to unshare.

You can share to more than one audience at the same time.

What sharing actually does

Sharing puts a copy in the matching tab. Your original never leaves Your Media, and it stays the source of truth.

  • Unsharing removes that copy. Your original is untouched.
  • Deleting the original deletes every shared copy with it. Permanently.

What you can't share

  • Images you didn't upload
  • Images that are already shared copies, or already sitting in a shared tab
  • Share to Universal needs a Facility Admin or Corporate Admin role

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.

An example

  1. You upload a garden photo. It sits in Your Media, visible only to you.
  2. You turn on Share to Community. A copy appears in Community Media - everyone at your community can use it.
  3. You also turn on Share to Corporate. A copy appears there too.
  4. You later turn Share to Community back off. That copy disappears; the Corporate copy and your original stay.
  5. You delete the original. The Corporate copy and the file itself are permanently gone.

Deleting the original deletes every shared copy with it. Permanently.

Deleting images

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

What you delete What happens
Your own image, not shared The image and its file are permanently removed
Your own image, shared elsewhere The original and every shared copy are removed - you'll be warned first
A shared copy Only that copy goes; your original stays in Your Media

 

Deletion is permanent. There's no undo and no trash.

Using images in other features

You don't need to open the Media Library to use a photo. Most places that take an image let you pick one without leaving what you're working on:

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

Click to add an image, and an image picker opens with the same four tabs. Browse or search, then click Select.

Suggested images

When you're picking an image for a service calendar activity, the picker may show suggested images at the top, based on the event's name and its tags and wellness categories. If none fit, browse or search as usual. Suggestions work for everyone, whatever your role.

Well-tagged images make better suggestions - the system can only match on what you've given it.

Photos you add to events

Upload a photo for a movie night or a daily activity and it's kept for you automatically, filed in the Community tab under the Events category. Next time you run that activity, it's already there.

Who can do what

Roles run from lowest to highest, and each one includes everything below it:

Power User → Champion → Facility Admin → Corporate Admin

Whatever your role, you can browse all four tabs, upload images, and edit, share, and delete your own images.

Two things depend on your role: working with other people's images, and sharing to Universal.

Other people's images

The same rule covers both editing and deleting:

The image is in You need to be
Community Media Champion or higher, at the same community
Corporate Media Champion or higher, in the same corporate group
Universal Media Facility Admin or higher

Quick check

Power User Champion Facility Admin Corporate Admin
Upload, browse, manage your own images Yes Yes Yes Yes
Share to Community or Corporate Yes Yes Yes Yes
Edit or delete others' Community images No Yes Yes Yes
Edit or delete others' Corporate images No Yes Yes Yes
Edit or delete others' Universal images No No Yes Yes
Share to Universal No No Yes Yes