How to Use the Media Library

The Media Library is where you put content for your students: curriculum videos, testing requirements, forms, and handouts.

The thing that makes it worth using instead of a shared folder is that content can be restricted by program and rank. A green belt sees green belt material. When they’re promoted, the next level appears automatically — no list to maintain, no links to send.

Students reach it through their Member Portal.

What you can upload

Type	Notes
Document	PDF, Word, text, and more
Image	JPG, PNG, GIF
Text	Typed or pasted directly
Video	Hosted via Vimeo. MP4, MOV, WMV, AVI, FLV. 1.25GB per file.

Over 1.25GB and you’ll need to compress or split the video. An unsupported format shows an Invalid File error.

Creating a folder

Folders hold your content and carry the access restrictions.

1. Click Media Library in the left sidebar.
2. On the right, enter a name under Name.
3. Choose who can see it:
   1. All Students — everyone.
   2. Students in Specific Programs & Ranks — tick only the programs and ranks that should have access.
4. Click Create Media Folder.

Only ticked ranks can open the folder. When a student is promoted, the next level’s content becomes available immediately — which is the payoff for setting restrictions up properly the first time.

You can nest folders. A “Testing Requirements” folder with a sub-folder per belt is the structure most schools land on.

Adding a file

1. Click Media Library.
2. To add inside a folder, open the folder first. Otherwise you’re adding at the top level.
3. Under New Media File, enter a Title.
4. Set restrictions — All Students or specific programs and ranks.
5. Click Create Media File.
6. In the blue section at the top, choose the type and upload:
   1. Document — Choose File, optionally name it, then Upload Document.
   2. Text — type or paste, then Add Text.
   3. Image — Choose File, optionally add a caption, then Upload Image.
   4. Video — Choose File and select it.

One file per Media File. Don’t upload a document and a video into the same one — students won’t be able to view them properly. Create a separate Media File for each.

Video uploads take time. Don’t leave the page until it has finished processing, or the upload fails.

Editing and organizing

Move a file: open it, click Edit File on the right, change the Folder, and Save. You can also change the title and restrictions here.

Delete a file: open the folder and click Remove on its row.

Delete a folder: open it and click Delete on the right. This deletes everything inside it.

Making it useful

• Mirror your curriculum. A folder per belt, matching what students are actually working on.
• Name files as students would search. “Yellow Belt Form — Front View” beats “IMG_0234”.
• Tell people it exists. Students have access to the Media Library through the Member Portal.
• Restrict properly from the start. Setting access and restrictions from the beginning will save you from editing individually later.

Troubleshooting

A student can’t see content. Check their program and rank against the folder’s restrictions, and check they have a Member Portal account and access to the Media Library.

A video won’t upload. Videos that are over 1.25GB or are an unsupported format will not upload. Compress it or convert to MP4.

A video uploaded but won’t play. Processing may not have finished — give it time. If it persists, re-upload.

A student sees the folder but not the file. Files carry their own restrictions, separate from the folder. Check the restrictions set on both to ensure access.

Nothing shows for a student. Media Library may be switched off in their user account restrictions.

Limitations

• Deleting a folder deletes its contents.
• 1.25GB per video.
• One file per Media File.
• Restrictions are by program and rank; you can’t grant access to a single student or a group.