Media Library

The Media Library is your site's image library: upload photos, organise them into folders, add alt text, copy image URLs, and pick images for competitions, prizes and pages from one place.

Where to find it: Admin → Media Library (/admin/media) — the page header itself reads "Media Gallery"

Understand the gallery layout

The page has two columns:

• Folders sidebar (left) — an All Media view at the top, then your folders in alphabetical order. Folders can contain subfolders; click the chevron next to a folder to expand or collapse it. Folders that contain images show a badge with the count; empty folders show no badge. The badge fades out while you hover over the folder to make room for the edit and delete icons.
• Image grid (right) — three summary cards, a search box, and your images shown 20 to a page with Previous/Next buttons underneath.

The three summary cards are:

• Total Images — how many images are in the view you're looking at (all media, or the selected folder, or your search results).
• Current Page — which page of results you're on, e.g. 2 / 5.
• Storage Used — the combined file size of the images on the current page only (up to 20 images), not your whole library. Don't use it as a total storage figure.

Each image card shows the picture, its filename, file size, dimensions and upload date. In the All Media view, images that live inside a folder also show a small folder badge in the corner with the folder's name, so you can tell where filed images live.

If you haven't uploaded anything yet, the grid shows "No images uploaded yet" with an Upload Image button to get you started.

Upload images

1. Click Upload Image at the top right of the page. The upload panel opens.
2. Click the dashed box to browse for files, or drag and drop them onto it. You can select several files at once.
3. Each file appears in the list with a preview, its name and its size. To remove one before uploading, click the ✕ next to it; to start over, click Clear All.
4. Optionally fill in:
   • Alt Text — a short description used for screen readers and SEO. One field applies to every image in the batch, so only fill it in when the images share a description (e.g. ten photos of the same prize). Otherwise leave it blank and set alt text per image afterwards — see Add or change alt text.
   • Folder — where the uploads should go. It defaults to the folder you were viewing when you clicked Upload Image; choose Root (All Media) or any other folder to override it.
5. Click Upload Image (or Upload N Images when you've selected several).

Each file shows its own status as it goes: "Uploading...", then "Uploaded!" or an error message. When every file succeeds, the panel closes and the new images appear in the grid. If some files fail, the panel stays open with a warning so you can deal with them — see A batch upload partly failed.

Formats and limits

• Accepted formats: JPEG, PNG, GIF and WebP only.
• Maximum file size: 10MB per image. Larger files are rejected with "File exceeds 10MB limit" — compress or resize the image and try again.
• Maximum batch size: 10 files per upload. If you need more, upload in batches of 10.
• Files of the wrong type are flagged "Invalid file type" in the list and are skipped when you upload.

There's no rename option after upload — the filename is fixed — so name files descriptively before uploading (e.g. rolex-datejust-main.jpg, not IMG_1234.jpg). Filenames are searchable.

Organise images into folders

Folders keep a growing library manageable — for example one folder per competition, or top-level folders like "Prizes", "Winners" and "Branding" with subfolders inside.

Create a folder

1. In the sidebar, click the folder-plus icon next to the Folders heading (tooltip: "Create folder").
2. Enter a Folder Name (required) and an optional Description.
3. Click Create.

The new folder is created inside the folder you currently have selected. To create a top-level folder, click All Media first; to create a subfolder, click the parent folder first, then the create button.

Move images into a folder

Drag an image card from the grid and drop it onto a folder in the sidebar. The folder highlights as you hover, and a confirmation appears ("Image moved to …") once it lands. The folder's count badge updates straight away.

• To move an image out of every folder, drag it onto All Media — that returns it to the root level.
• If you drop an image onto the folder it's already in, nothing changes and you'll see "Image is already in …".
• Images move one at a time; there's no multi-select drag.

You can also file images at upload time using the Folder dropdown in the upload panel, which saves dragging them afterwards.

Browse a folder

Click a folder in the sidebar to show only its images (the summary cards and search then apply to that folder). Click All Media to see everything again, including images inside folders — the folder badge on each card tells you where filed images live.

Rename a folder or edit its description

Hover over the folder in the sidebar and click the pencil icon (Edit folder). Change the name or description and click Update. Renaming a folder doesn't affect the images inside it or their URLs.

Delete a folder

Hover over the folder and click the bin icon (Delete folder). The confirmation tells you exactly what the folder contains — for example "Its 12 media items and 2 subfolders will move to the root level."

Deleting a folder never deletes images: everything inside it, including subfolders, moves to the root level (All Media). Only the folder itself is removed.

Find an image

Use the search box above the grid — it matches against filename and alt text. Results update as you type, and search runs within your current view: search while inside a folder to search just that folder, or from All Media to search everything.

If nothing matches you'll see "No matches" — clear the search, check you're not inside the wrong folder, and remember that images are found by filename or alt text, not by what's visible in the picture. This is another reason to give images descriptive filenames and alt text.

View an image's details

Click any image card to open the Image Details panel. It shows:

• A full preview of the image
• Filename, File Size, Dimensions and MIME Type
• Uploaded date and the image's unique Image ID
• Alt Text (or "Not provided")
• Image URL and Thumbnail URL, each with its own Copy button
• AI caption — an automatically generated description of the image, when one has been created

From the panel you can click Edit to jump straight into editing the image's alt text.

Copy an image's URL

Two ways:

• Quick: hover over the image card in the grid and click the Copy URL icon in the overlay. This copies the full-size image URL.
• Full options: click the card to open Image Details, then use the Copy button next to Image URL (full size) or Thumbnail URL (a smaller version, useful where a compact image loads faster).

A "Copied to clipboard!" confirmation appears either way. You can paste the URL anywhere that accepts an image link — for example in Marketing emails or page content.

Add or change alt text

Alt text describes an image for customers using screen readers, and helps search engines understand your pages.

1. Hover over the image card and click the pencil icon (Edit) — or open Image Details and click Edit.
2. Type a short description in Alt Text (e.g. "Blue Rolex Datejust on a white background").
3. Click Update Image.

The Edit panel also shows the image's AI caption (read-only) when one has been generated. If you leave Alt Text blank, the AI caption is used as the alt-text fallback on customer-facing pages — so a blank field doesn't mean customers get nothing, but writing your own alt text always takes priority and reads better. The filename in this panel is read-only; images can't be renamed after upload.

Delete an image

1. Hover over the image card and click the bin icon (Delete).
2. Confirm the prompt: "Are you sure you want to delete this image? This action cannot be undone."

Deletion is permanent — there is no archive or recycle bin, and the only way back is to upload the file again (which produces a new URL). The gallery doesn't show where an image is being used, so before deleting, check it isn't the main image or gallery image on a live competition or page; anywhere still pointing at the deleted image will stop showing it.

Pick a gallery image elsewhere in the admin

Image fields across the admin — competition main images and galleries, instant win prizes, site branding in Settings, and page sections in Pages — use a Choose from Media Gallery button rather than their own upload boxes. Clicking it opens a picker with the same library:

• Browse your folders in the sidebar (or the Folder dropdown on smaller screens), search by filename or alt text, and click an image to select it.
• Can't find the right image? Click Upload New Image inside the picker to upload on the spot — the same formats and 10MB limit apply — and it's added to your library like any other upload.
• When adding several images at once (e.g. a competition gallery), click each image in turn and press Done when finished. Images already added are ticked and can't be added twice.
• Once selected, the field shows a preview with a Change Image button and an ✕ to remove the selection.

The picker's folder tree is browse-only — create, rename and delete folders from the Media Library page itself.

Anything you upload through a picker lands in the Media Library too, so it pays to tidy new uploads into folders periodically. See Competitions for how images are used on competition listings.

Troubleshooting

A batch upload partly failed

If some files upload and others don't, the panel stays open with a warning like "Uploaded 7 of 10 images. 3 failed." Each failed file shows its own error message in the list. The successful images are already in your gallery — don't upload them again. For the failed ones, note the error (usually file size or type), click the ✕ to remove them from the list, fix the file (compress it, or convert it to JPEG/PNG/GIF/WebP), then add it back by dragging it onto the dashed box and upload again. While the list still has files in it, clicking the box does nothing — click-to-browse only works when the list is empty, so either drag and drop the fixed file, or click Clear All and reselect just the fixed files.

"Maximum 10 files allowed"

You've tried to add more than 10 files to one upload. The message tells you how many more you can add. Upload the first 10, then repeat for the rest.

An image I uploaded has disappeared

It's probably filed in a folder. Click All Media in the sidebar to view everything — filed images carry a folder badge showing where they live. Also check the search box is empty, and page through with Next if you have a large library (the grid shows 20 images per page).

Storage Used looks far too small

Expected — the Storage Used card totals only the images on the page you're viewing (up to 20), not your whole library. It's a per-page figure, not an account-wide one.

Search can't find an image I know exists

Search matches filename and alt text only — it can't see what's in the picture. If the file was uploaded as IMG_4021.jpg with no alt text, searching "rolex" won't find it. Browse by folder, or page through the grid with Previous/Next, then give the image alt text so it's findable next time. Also check whether you're searching inside a folder: search only covers the view you're in, so switch to All Media for a library-wide search.

I deleted an image by mistake

Deletion can't be undone. Re-upload the original file — it will have a new URL, so reselect it anywhere it was in use (competition images, page sections, and anywhere you'd pasted the old URL).

An image won't drop into a folder

Make sure you're dragging the card onto the folder row in the sidebar until it highlights, then release. If you see "Image is already in …", the image is already filed there — no move is needed. Expand a parent folder with its chevron first if you're aiming for a subfolder.

A customer's screen reader reads out an odd description

If an image has no alt text, customer-facing pages fall back to its automatically generated AI caption, which can be generic. Edit the image and write your own Alt Text — it always takes priority over the AI caption.