> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://support.churchdesk.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Files and their management

# Organising and Using Files in Groups
In ChurchDesk, you can upload, organise, and share files within each group. You can create folders and subfolders, set files to be visible publicly or only to the group, and use them in other modules like websites, newsletters, or blog posts. This article shows you how to manage your files effectively and what options are available.

|| Note: Please note that the files in the group module and the file manager in the website editor are two different filing systems.

![](https://storage.crisp.chat/users/helpdesk/website/-/b/e/3/7/be3725c5cc2ea800/bildschirmfoto-2025-06-16-um-1_107mwnv.png)
## Important to Know: Roles and Permissions
* **All group members** can **upload, edit, and delete their own files**.
* **Only group leaders** can **edit or move all files in the group**, even if they didn’t upload them.
* **Only users with the appropriate permission** can set files to be **“publicly visible.”**
Public visibility is required to share files outside of ChurchDesk (e.g. on websites).


## Uploading and Managing Files
### How to Upload Files
You’ll find the file section in every group under **“Files”** in the left-hand menu. From there, you can upload and organise new files.
When uploading, the following fields are required (especially for images):
* **Title**
* **Visibility** (public or for group members only)
* **Copyright** (who took the picture?)
* **Alt text** (for accessibility and searchability)
| Tip: Good file names, alt texts, and tags help with later searches and keep your group’s file area organised.


## Folder Structure and File Management
Inside the group file manager, you can create a clear folder structure with **folders and subfolders** – without limit.
* Files can be moved using **drag & drop** or the **“Move”** button.
* **Only group leaders** can move files they didn’t upload.
* Group members can **rename only their own files and folders**.
A good folder structure helps your group in the long term – it’s best to start right away.


### 1. Moving Files in the General File Overview
In the file overview (outside a specific group), you can move one or multiple files at the same time – either within the same group or from one group to another:
1. **Select files:**
Click the small checkbox next to a file name to select one or multiple files.
2. **Click “Move”:**
Once selected, a **“Move”** button will appear at the top, next to “Download.”
![](https://storage.crisp.chat/users/helpdesk/website/-/b/e/3/7/be3725c5cc2ea800/bildschirmfoto-2025-06-16-um-1_vl3vsu.png)

3. **Choose a destination folder:**
In the next step, choose the target folder – either in the same group or the general file area.
![](https://storage.crisp.chat/users/helpdesk/website/-/b/e/3/7/be3725c5cc2ea800/bildschirmfoto-2025-06-16-um-1_vbqu03.png)

###### Another method:
1. Go to the **Files** module in the source group and open any folder.
2. Select the desired files.
3. Drag the files to **“Home”** (at the top of the folder list).
4. A window opens for selecting a target group – choose the group.
|| Important: Talk to the person who uploaded the file beforehand – especially with sensitive content.


### 2. Moving Files within Groups
It is **not possible** to move files directly between groups. However, there is a **workaround**:
* You need to be a **group leader** in the source group
* Or the file must be **your own**, if you're only a member
1. **Select files:**
Click the checkbox next to the file(s).
2. **Click “Move”:**
The **“Move”** button appears.
3. **Choose a destination folder:**
Pick a folder within the same group.

![](https://storage.crisp.chat/users/helpdesk/website/-/b/e/3/7/be3725c5cc2ea800/bildschirmfoto-2025-06-16-um-1_4na8ex.png)

![](https://storage.crisp.chat/users/helpdesk/website/-/b/e/3/7/be3725c5cc2ea800/bildschirmfoto-2025-06-16-um-1_jh95pn.png)


## File Types & Upload Limits
ChurchDesk supports many file formats, such as:
* **Images:** gif, jpeg, jpg, png, psd, tif
* **Documents:** pdf, docx, xlsx, pptx, txt etc.
* **Media:** mp3, mp4, avi, wmv etc.
* **Other:** zip, rar, eps, indd and more
**Note:** **Files larger than 100 MB** cannot be uploaded. If you try, you’ll see an error like:
*“This file could not be uploaded. The file size exceeds the maximum limit of 100 MB.”*
→ For large videos, we recommend uploading to **YouTube** and embedding them in your website or blog.

 
## Finding and Sorting Files
Search in the file manager works **only by file name**. So be sure to use clear and descriptive names.
You can also sort files by clicking the column headers:
* Name
* Type
* Uploaded by
* Visibility
* Size
* Last modified


## Using Files in Other Modules
Files uploaded to the group module can be used in many other areas:
* **Blog posts**
* **Newsletters**
* **Websites**
* **Forms**
* **Donations**
* **Calendar (e.g. event images)**
Files uploaded from within other modules will also be stored in the group file manager. Only there can they be managed and reused over time.
You can also share a file via link. To do so, open the file and click **“Get link.”**
To share the file with external (non-ChurchDesk) users, the file **must be set to “public.”**
Otherwise, the link will not be accessible.
![](https://storage.crisp.chat/users/helpdesk/website/-/b/e/3/7/be3725c5cc2ea800/bildschirmfoto-2025-06-16-um-1_1itm5yp.png)

###### This is what the recipient will see:
![](https://storage.crisp.chat/users/helpdesk/website/-/b/e/3/7/be3725c5cc2ea800/bildschirmfoto-2025-06-16-um-1_1rt3qo5.png)

|| Note: Files shared via link are not password-protected or time-limited. To remove access, change the visibility back to “not public.”


## Using Files in the ChurchDesk App
In the app, you can:
* **View** files
* **Download** files
However, you **cannot upload or edit files** in the app. Please use the browser version for that.


## Best Practices for Group File Management
Well-organised files make everyone’s work easier. We recommend:
* Clear and meaningful **file names**
* Descriptive **alt texts**
* A consistent and understandable **folder structure**
* Using **tags** (keywords)

## FAQ:
**Q:** **Does moving files in the file manager break the image links on the website?**
**A:** No, moving images within the file manager – whether between folders or groups – does not affect the visibility of the images on the website. They will remain linked and visible.


This way, everyone stays organised – even new group members.
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