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Event Files: Sharing Documents with Admins and Members

Share event files on Seaty: connect Dropbox storage, upload documents with drag-and-drop, organise into folders, and share with admins or members.
Files page showing event filesFiles page showing event files

Overview

Event Files lets you share documents with your event team by connecting your event to cloud storage. Files you add become instantly available through the Seaty website and mobile app.

At its simplest, Event Files answers one question: How do I share documents with my event team?

Who uses this: Event administrators with Event admin files permission, and organisation members (for member files).

Key capabilities:

  • Share files with administrators through a private connection
  • Share files with organisation members through a separate member connection
  • Upload files directly from the website with drag-and-drop support
  • Create, rename, move, and delete files and folders
  • Select multiple files for bulk operations
  • Search files across folders
  • Play audio and video files directly in the browser
  • Bookmark moments in a track with personal pins, or shared pins for the whole team
  • Attach lyrics or notes to audio tracks for performers to read along
  • Access documents from both website and mobile app
  • Download and preview common file types with thumbnail previews

How It Works

At a glance: Connect your event to cloud storage, add files to the dedicated folder, and your team can access them instantly.

1. Connect your event to cloud storage

An administrator with Event Edit permission connects the event to cloud storage. This creates a dedicated folder specifically for your event's files.

2. Add files to your folder

Open your cloud storage app and add files to the event folder. You can create subfolders to organise documents by category, such as production materials, schedules, or marketing assets.

3. Team members access files

Administrators access files through the Files option in the Tools menu. Members see a link on the event landing page. Both can browse folders, download files, and preview supported formats.

Think of it this way:

  • Cloud storage is where your files live and where you manage them
  • Event Files is the window that lets your team see those files
  • Admin files are for sensitive documents only administrators should see
  • Member files are for information your wider team needs

Connection Types

Your event can have two independent storage connections, each with its own folder:

Admin Connection

  • Accessible only to administrators with Event admin files permission
  • Available through the event admin menu (Tools section)
  • Ideal for sensitive production documents, financial information, or internal planning materials
  • Completely separate from member files

Member Connection

  • Accessible to all organisation members (requires memberships to be enabled)
  • Available through a link on the event landing page
  • Perfect for sharing schedules, maps, and promotional materials
  • Members access files on both website and mobile app

You can use one connection, both, or neither depending on your needs. Many events use both to separate internal admin documents from information members need.

Note: Administrators with Event admin files permission can access both admin and member files if both connections are established.

Connecting Cloud Storage

Initial Setup

  1. Navigate to your event's Edit section (Management menu)
  2. Look for the file connection options
  3. Choose whether to connect Admin or Member files (or both)
  4. Click the connect button
  5. A new window opens asking you to log in
  6. Authorise Seaty to access the dedicated folder
  7. The window closes automatically after successful connection

The connection creates a dedicated folder and stays securely connected. You will not need to log in again unless you explicitly disconnect.

Note: If the new window does not appear, check that your browser is not blocking it.

Where Files Live

Your event folder is created automatically at this location: Apps/Seaty Events/your-event-tag

Each event gets its own separate folder. Files are completely isolated between events, so connecting the same storage account to multiple events keeps everything organised.

Accessing Files

As an Administrator

  1. Navigate to your event's admin page
  2. Select Files from the Tools menu group
  3. The Files page loads, showing connected folders

If both admin and member connections exist, you will see two separate file lists side-by-side.

As a Member

Organisation members can access member files when:

  • The event has a member connection set up
  • The organisation has memberships enabled
  • The member is logged into their Seaty account

Members find the files link on the event landing page, accessible on both the website and mobile app.

Managing Files

Administrators can manage files directly from the Seaty website without needing to open Dropbox separately.

Uploading Files

Drag and Drop

The easiest way to upload:

  1. Open the Files page for your event
  2. Drag files from your computer onto the file list
  3. A visual overlay shows where files will upload
  4. Release to start uploading

Drag onto the main area to upload to the current folder, or drag directly onto a subfolder to upload there.

Upload Button

Click Upload in the toolbar to open a file picker.

Upload Progress

Each upload displays:

  • Circular progress indicator with percentage
  • Filename being uploaded
  • Stop button to cancel mid-upload

Multiple files upload simultaneously. Continue browsing whilst uploads complete.

Folder Uploads

Drag entire folders to upload their complete contents with preserved structure.

Creating Folders

  1. Click New folder in the toolbar
  2. Enter the folder name
  3. Click Create

Renaming Items

  1. Select a single file or folder by ticking its checkbox
  2. Click Rename
  3. Enter the new name
  4. Confirm

Moving Files

  1. Select files by ticking their checkboxes
  2. Click Move
  3. Navigate to the destination in the modal
  4. Click Move here

Bulk Operations

Selecting Files

  • Tick individual checkboxes
  • Use Select all for everything in the folder
  • Deselect clears your selection

Bulk Actions

  • Move - Relocate selected items
  • Delete - Remove selected items (with confirmation)

Deleting Files

  1. Select files to delete
  2. Click Delete
  3. Confirm in the dialog

Note: Deleted files are removed from Dropbox. Check your cloud storage trash for recovery.

Adding via Cloud Storage

You can also add files through your cloud storage app:

  1. Open your cloud storage app (desktop, mobile, or web)
  2. Navigate to Apps/Seaty Events/your-event-tag
  3. Add files and folders as you normally would
  4. Changes appear instantly in Seaty

Storage Information

The status bar shows your available Dropbox storage space.

Organising Files

Create folder structures that make sense for your event:

/your-event-tag
  /Production
    - Tech Rider.pdf
    - Stage Plan.pdf
  /Scripts
    - Full Script.pdf
    - Rehearsal Schedule.xlsx
  /Marketing
    - Press Release.docx
    - Promotional Images.zip

Files display with intelligent sorting that understands numbered files (such as "Scene 1", "Scene 2", "Scene 10" sorting correctly).

Folder Navigation

  • Breadcrumb navigation: Click folder names to jump directly to that level
  • Root button: Shows your event tag; click to return to the top level
  • Folder icons: Click any folder to navigate inside
  • Smart sorting: Folders appear first, with numeric ordering

URL-Based Navigation

Folder paths are stored in the page URL:

  • Bookmark specific folders for quick access
  • Share folder links with team members
  • Use browser back/forward to navigate history

Searching Files

  1. Type in the search box
  2. Click the search icon or press Enter
  3. Results show matching files from current folder and subfolders
  4. Click any result to navigate to it
  5. Click Clear to return to normal browsing

Viewing Files

File Thumbnails

Supported files display preview thumbnails:

  • Images: JPG, PNG, GIF, TIFF, BMP
  • Documents: PDF (first page)
  • Office Files: Word, Excel, PowerPoint
  • Videos: MP4, MOV (first frame)

File Actions

Download - Click the download button to save a copy to your device. Files download with their original name and format.

Preview - Click the preview button to view files without downloading. Opens in a new browser tab. Supported formats include PDF, images, text files, and office documents.

Note: Not all file types support preview. If preview is not available, the preview button will not appear for that file.

File Information

For each file, you will see:

  • File name (without extension for cleaner display)
  • File type and icon
  • Thumbnail preview (for supported types)
  • File size (automatically formatted)
  • Last modified date

Media Playback

Audio Files

Play audio directly in the browser without leaving Seaty:

  1. Click the play button on any audio file
  2. A player appears along the bottom of the screen with a large track bar, play/pause, and skip controls
  3. Drag the track bar, or click anywhere on it, to jump to a point; hover to preview the time
  4. Use the skip button to advance to the next audio file in the folder
  5. The player keeps playing as you browse other folders

The player also responds to the keyboard while it is open: the spacebar plays or pauses, and the left and right arrow keys jump back or forward a few seconds. Shortcuts are ignored while you are typing in a text box.

Supported: MP3, WAV, FLAC, AAC, M4A, OGG, WMA

Autoplay

By default the player moves on to the next track when one finishes. Click Autoplay in the player to turn this off if you would rather each track stop at the end. Your choice is remembered on your account for next time.

Video Files

  1. Click the play button on any video file
  2. A video player overlay opens with full controls
  3. Click outside or the close button to exit

Supported: MP4, MOV, AVI, MKV, WebM, WMV

Pins: Bookmarking Moments in a Track

Pins mark exact moments in an audio track so you can jump straight back to them, useful for rehearsal cue points, a note at a specific bar, or a passage you keep returning to.

Think of it this way:

  • Your pins are personal. Only you see them, and they follow your Seaty account.
  • Shared pins are added by file administrators and are visible to everyone who can see the file.

Adding and Using Pins

  1. Play a track and pause or seek to the moment you want to mark
  2. Click Add pin, give it a name, and choose a colour
  3. Save

The pin appears as a coloured marker on the track. Your personal pins sit above the track bar and shared pins sit below it, so the two are always easy to tell apart. Click a marker, or open the pin list from the pin button in the player, to jump to that moment. From the pin list you can rename, recolour, or remove your own pins.

Shared Pins (Administrators)

If you have admin files permission you can make a pin visible to everyone:

  1. When adding a pin, turn on Visible to everyone
  2. The pin saves to the file and appears for anyone with access, marked Shared

Only file administrators can add, edit, or remove shared pins; everyone else can see them but not change them. You can hide shared pins from your own view with the toggle in the pin list, which only affects what you see and is remembered for next time.

Lyrics and Notes on a Track

Administrators can attach lyrics or notes to an audio track so performers can read along while listening.

Viewing Lyrics

When a track has lyrics, a Lyrics button appears in the player. Click it to open a scrollable panel with the text. Use the A buttons to make the words larger or smaller; your preferred size is remembered. You can keep the lyrics panel and the pin list open together and drag the divider between them to give each more or less room.

Adding or Editing Lyrics (Administrators)

If you have admin files permission:

  1. Open the player for the track and click Lyrics (or Edit lyrics if some already exist)
  2. Type or paste the words; you can use headings, bold, italic, and lists
  3. Save

Lyrics are shared with everyone who can see the file. Only file administrators can add or change them.

Use Cases

Theatre Productions

Scripts, technical riders, lighting cues, costume designs, rehearsal schedules

School Events

Performance programmes, safeguarding policies, volunteer rosters, setup instructions

Community Events

Running orders, volunteer briefings, site maps, health and safety documents

Corporate Events

Attendee lists, presentation slides, catering requirements, branding guidelines

Touring Productions

Venue-specific information, get-in schedules, accommodation details, travel itineraries

Choosing Admin vs Member Files

Use Admin Files For:

  • Sensitive financial information
  • Staff contact details and personal information
  • Internal production notes and planning documents
  • Draft materials not ready for wider distribution
  • Administrative procedures and policies
  • Access codes or security information

Use Member Files For:

  • General event information
  • Promotional materials members can share
  • Public-facing schedules and programmes
  • Maps and venue information
  • Training materials
  • Social media content and graphics

Permission Requirements

To connect or disconnect storage:

  • Event Edit permission for the event's organisation

To view admin files:

  • Event admin files permission for the event's organisation

To view member files:

  • Organisation membership (or Event admin files permission for administrators)

Disconnecting

To remove the storage connection:

  1. Navigate to the event's Edit section
  2. Find the connection you want to remove (Admin or Member)
  3. Click the disconnect button
  4. Confirm the disconnection

Note: Disconnecting immediately removes access for all users. The folder remains in your cloud storage, but Seaty can no longer access it. You can reconnect later if needed.

Security and Privacy

Your files are kept secure through:

  • Secure connection that stays active automatically
  • Permission checking to ensure only authorised people see files
  • Each event has completely separate files (no mixing between events)
  • Disconnecting immediately removes all access

All file access requires being logged in with the correct permissions for your organisation.

Common Questions

Connection

Can I use the same storage account for multiple events? Yes. Each event gets its own separate folder, so files are completely isolated between events.

What happens if I disconnect? Access is immediately removed for all users. Your files remain in your cloud storage; they are simply no longer visible through Seaty.

Do I need to stay logged into my storage account? No. Once connected, the connection stays active securely. You only need to log in again if you disconnect and want to reconnect.

Permissions

Can members edit files? By default, everyone has read-only access. You can grant additional permissions directly through your cloud storage if needed.

Why can I not see the Files option? You need Event admin files permission. Contact your organisation administrator to request access.

Can someone access both admin and member files? Yes. Administrators with Event admin files permission can see both if both connections are established.

File Types

Which file types can I preview? PDF documents, images (JPG, PNG, GIF), text files, and common office documents. Other file types can always be downloaded.

Which audio formats can I play? MP3, WAV, FLAC, AAC, M4A, OGG, and WMA files play directly in the browser.

Which video formats can I play? MP4, MOV, AVI, MKV, WebM, and WMV files play in the video player overlay.

Is there a file size limit? The system works with files of any size your cloud storage supports. Very large files may take longer to upload or download.

Uploading and Managing

Can I upload folders? Yes. Drag a folder onto the file list to upload its complete contents with preserved structure.

Can I cancel an upload? Yes. Click the stop button on the upload progress indicator to cancel.

How do I move multiple files at once? Select files using checkboxes, then click Move. Navigate to the destination folder and confirm.

How do I share a link to a specific folder? The folder path is stored in the page URL. Copy the URL from your browser to share a direct link to that folder.

Pins and Lyrics

Who can see the pins I add? Pins you add are personal to you and no one else sees them, unless you turn on Visible to everyone when saving (available only to administrators with admin files permission).

Why are some pins above the track and some below? Your personal pins sit above the track bar and shared (administrator) pins sit below it, so you can always tell which are yours.

Can I hide the shared pins? Yes. Use the toggle in the pin list to hide them from your own view. It does not remove them for anyone else, and your choice is remembered.

Can members add lyrics or shared pins? No. Viewing lyrics and shared pins is open to everyone with access to the file, but only administrators with admin files permission can add or change them.

Do pins and lyrics change the original file? No. They are stored separately by Seaty and never alter your audio file in cloud storage.

Troubleshooting

My files are not appearing Refresh the page, check the folder path matches your event tag exactly, and ensure you are looking at the correct connection type (Admin vs Member).

The connection failed Check that new windows are not being blocked by your browser. Try disconnecting and reconnecting if the issue persists.

Preview is not working Some file types do not support preview. Download the file instead, or check that the file is not corrupted.

Upload failed Check your internet connection and available Dropbox storage space. Try uploading smaller files or fewer files at once.

Audio or video not playing The file format may not be supported by your browser. Try downloading the file and playing it locally.