How it works#
Each workspace has its own Media Library: every photo and video uploaded to that workspace, newest first. Files land there when you:
- upload them on the Media Library page,
- add them to a post in the post editor,
- save an edited photo in the editor's image editor (the copy is added next to the original),
- create them with Hero_Photo,
- drop them into the Hero_Agent chat on Home.
From the post editor you can pick any of these files again, without uploading it twice.
Open the Media Library#
Click Media Library in the left menu. The page shows every file in the current workspace. Switch workspace at the top to see another workspace's library.
Upload files#
- Press Add Media.
- Choose one or more files from your computer: JPG, PNG, WEBP or GIF photos, MP4 or MOV videos.
- Wait for them to appear at the top of the library. Videos get a cover from their first frame.
- Each network has its own limits, checked when you add a file to a post. See Character limits and media specs.
- On a phone, the Media Library is for browsing: "Uploads you add on desktop show up here." You can still add photos to a post from your phone, in the post editor.
Find a file#
- Search finds files by their file name.
- All Media, Images and Videos filter by type.
- Click a file to see it full screen. Videos play there.
Use a file in a post#
- In the post editor, open the All tab or a network's tab.
- Click the library icon at the bottom of Upload Media (tooltip: Access Media Library).
- Tick one or more files and press Add Media.
- The window only lists files that the open tab accepts. On the YouTube tab, for example, you only see videos.
- Files already in the post are skipped.
- Check the order of the files in the post afterwards, and drag them into place. See Add photos and videos.
Give a video a thumbnail#
- Open the ⋮ menu on the video and choose Add Thumbnail.
- Choose a JPG or PNG image of up to 2 MB.
- To swap it or remove it, use Change Thumbnail or Delete Thumbnail in the same menu.
To choose the cover a network shows with your video, add the thumbnail in the post itself: Facebook, Instagram and YouTube posts have Add Thumbnail in the editor. See Set a video cover.
Delete a file#
- Open the ⋮ menu on the file and choose Delete.
- Confirm in Delete Media? with Delete. Heropost shows "Media deleted successfully".
- Deleting removes the file from the library only. Posts that already use it keep it, including scheduled ones.
- Files are deleted one at a time. There's no multi-select delete.
- Deleting a Hero_Photo image here also removes it from Hero_Photo.
How much space you use#
Click your name at the bottom of the left menu, then Billing. The Storage (GB) meter under Usage shows the space your media takes up. See Your Billing page.
Who can do what#
Everyone in the workspace can browse the library and use its files in posts they can edit. Viewers can't upload, delete or change thumbnails: those buttons are hidden for them.
If it doesn't work#
| What you see | What it means | What to do |
|---|---|---|
| "Wrong file format. Please upload PNG, JPG, MP4, MOV, GIF or WEBP" | The file type isn't accepted. When you choose several files, the upload stops at that one. | Convert it (JPG for photos, MP4 for videos) and upload it again, with the rest. |
| "Wrong file format. Please upload PNG or JPG" or "Size limit: 2MB maximum" when adding a thumbnail | Thumbnails must be JPG or PNG, up to 2 MB. | Use a smaller JPG or PNG. |
| "An unexpected error occurred while processing your request." while uploading | Often the exact same file is already in the library. | Search for it by name and use that one. If it isn't there, try again or contact support. |
| A file doesn't appear in the post editor's library window | That tab doesn't accept the file's type, or the file belongs to another workspace. | Open a tab that takes it (for example a video on YouTube), or switch to the right workspace. |
| "Too many files. Max: {n}" when adding files to a post | The post or network takes fewer files. | Tick fewer files. |
| No Add Media or ⋮ buttons | Your role is Viewer, or you're on a phone. | Ask the owner for the Editor or Admin role, or use a computer. |
| A file shows gray static | That file is no longer available. | Delete it, and upload it again if you need it. |
Questions#
Can I make folders?
No. Use Search and the All Media, Images and Videos filters. Giving files clear names before you upload makes them easy to find.
Can I find a photo by what's in it?
Not with the page's search, which looks at file names. Hero_Agent can: on Home, ask "Find a photo of our storefront in my library", and it shows matching photos with Use this.
If I delete a file, do my scheduled posts lose it?
No. Posts keep the files they already use. Deleting only takes the file out of the library.
Can I share files between workspaces?
No. Each workspace has its own library. To use a file in another workspace, upload it there too.
Can my team use the library?
Yes. Everyone in the workspace sees the same library. Owners, Admins and Editors can upload and delete; Viewers can only browse.