Media Library: Managing and Reusing Images, Videos, and Documents

The Media Library is where Activity Messenger stores all the images, videos, and documents used across your communications.

You upload media once and reuse it wherever needed—inside templates, quick messages, forms, certificates, and Microsite web pages. This keeps your communications consistent and avoids duplicate uploads.

This guide explains:

• What the Media Library is for

• How media is organized and reused

• How images, videos, and documents behave across email and SMS
  
  

Covered in this guide

Use this section to quickly find the media asset or setting you need.

1. Understanding the Media Library

2. Accessing the Media Library

3. Media Library Interface Overview

1. Your Images

2. Your Documents (PDFs)

3. Your Videos

4. Pexels (royalty-free images)

5. YouTube and Vimeo

➡️ This guide is part of Communications 104: Message Assets, which explains the core building blocks used to create and send messages in Activity Messenger.

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1. Understanding the Media Library

The Media Library is where you manage all of the images, videos, and documents used in Activity Messenger.

From here, you can upload, organize, update, and reuse media across your communications—without re-uploading files or breaking previously sent messages.

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🧭 Orientation: Media as Reusable Assets

Media assets are attachments, not messages. Messages and templates reference media from your library when needed.

Once uploaded—whether directly through the Media Library or indirectly through a form, template, message, or certificate—media is automatically added to your Media Library. From there, it can be reused safely across many messages, templates, and forms without duplication.

You never “move” media from one message to another. You simply attach the same asset wherever it’s needed.

🧩 Pattern: Upload once, attach everywhere

Media assets are reusable attachments. After an asset is uploaded to the Media Library, you can attach it to multiple messages, templates, forms, certificates, and web pages without uploading a new copy each time.

You never move media from one message to another. You attach the same reusable asset wherever it is needed.

Media Exploration and Organization

Inside the Media section, you can:

• Browse all media assets

• Upload new content

• Create visuals using Canva

• Add tags to images for easier filtering

Once uploaded, media becomes immediately available across:

• Templates

• Quick messages

• Forms

• Certificates

• Web pages and newsletters
  
  

Media and Message Channels

Media adapts automatically based on delivery channel:

• Email
  Images and video previews are displayed inline

• SMS
  Media is delivered using shortened links (am.lol)

This ensures messages stay readable and lightweight, especially on mobile devices.

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2. Accessing the Media Library

You can access the Media Library at any time:

1. In the main navigation menu, click More

2. Under Media, choose the media type you want to manage
   
   

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3. Media Library Interface Overview

The Media Library is organized into tabs by asset type. Each asset type is numbered in the interface shown above.
(Click an asset type to jump to its description.)

Each tab serves a specific purpose but follows the same reuse principles.

General Usage Rules

Across all media tabs, the following behaviors apply:

• Search
  Search for specific assets within the current category using the asset name.

• Tags
  Each asset type has its own tagging system. Tags help organize and filter large media libraries.
  Tags do not carry across categories—for example, image tags do not apply to videos.

• Upload icon
  Use the upload icon to add a new asset to the category you are currently viewing.

 

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1. Your Images

Images are used throughout Activity Messenger in templates, newsletters, forms, and Microsite pages.

They are stored centrally in the Media Library and can be reused anywhere images are supported, without needing to upload the same file multiple times.

Clicking an image row opens a detail view where you can:

• Edit the image title and description

• Archive the image

• Send the image directly

Sending an image directly opens the New Message interface with the image pre-attached, allowing you to quickly send it by email or SMS.

What You Can Do with Images

With images in the Media Library, you can:

• Upload your own images

• Edit the image name and description

• Add tags to organize and filter images

• Send images directly via email or SMS

• Reuse the same image across multiple templates and messages
  
  

Creating an Image with Canva

You can create images directly from the Media Library using Canva.

1. Click the Canva button

2. Design or edit your image in Canva

3. Save it to automatically upload it into your Media Library

Once saved, the image behaves like any other uploaded image and can be reused across your communications.

Image Actions Menu

Each image in the Media Library has an Actions menu (⋮), shown in the screenshot above. This menu lets you manage and reuse images without re-uploading or breaking existing messages.

Available actions include:

Download
Download the original image file to your computer.

Duplicate
Create an exact copy of the image. This is useful when you want to reuse an image but apply different tags, descriptions, or edits.

Duplicate & crop/resize
Create a copy of the image and immediately adjust its dimensions.
This is the recommended option when adapting an image for a different layout (for example, creating a square version for a two-column block while keeping the original intact).

Archive
Archive the image so it’s no longer available for new messages or templates.

• Archived images are removed from active selection lists

• Images already used in sent emails or SMS messages remain visible to recipients

• Archived images can be accessed using the Filter option

🧩 Safe Archiving
Archiving an image never breaks previously sent emails or SMS messages. Messages always reference the version that existed at send time.

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2. Your Documents (PDFs)

The Your documents tab stores PDF files such as schedules, policies, invoices, waivers, and guides.

Documents are managed centrally in the Media Library and can be reused across messages, templates, and forms.

Document Behavior

With PDF documents, you can:

• Upload PDF files directly to the Media Library

• Generate a unique, shareable link for each document

• Use documents in multiple ways:

  • Attach them to emails

  • Link to them inside templates

  • Send them by SMS using a download link

Documents are never embedded visually in emails. They are always delivered as attachments or links, ensuring reliable rendering across all devices and email clients.

Document Details and Actions

Clicking a document row opens a detail view where you can:

• Edit the document name and description

• Copy the shareable link or open it in a new tab

• Download the document

• Send the document directly

  • This opens the New Message interface with the document pre-attached

• Replace the document file while keeping the same link
  Useful for updating a PDF without changing links already in use.

• Generate and print a QR code pointing to the document

• Delete the document

 

Quick Actions from the List View

From the document management list, you can use quick shortcuts to:

These shortcuts allow fast access without opening the full document detail view.

 

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3. Your Videos

Videos are ideal for training, announcements, and promotional content where seeing and hearing the message adds clarity or impact.

Videos are managed centrally in the Media Library and can be reused across templates, messages, forms, and web pages.

 

Video Capabilities

With videos, you can:

• Upload your own video files

• Trim the beginning of a video to remove dead time or intros

• Add a watermark using your Organization logo

• Automatically generate a unique URL for each video

• Send videos via email or SMS
  
  

How videos are delivered:

• Email: Displays a clickable preview image that opens the video

• SMS: Includes a shortened link that opens the video in a browser

This approach keeps messages lightweight while still providing access to rich media.

Video Upload Screen

The video upload screen allows you to add a new video to your Media Library and configure how it will be presented and reused across your communications.

When uploading a video, you can define the following:

Video file

• Upload videos in MP4 format

• Maximum file size: 500 MB

• Recommended maximum length: 30 seconds

For longer videos, use YouTube or Vimeo and attach the hosted video instead for better streaming performance across devices.

Name

• The internal name used to identify the video in your Media Library

• This name is visible only to your team, not to recipients

Description

• Optional internal notes to describe the video’s purpose or context

• Useful for teams managing many videos

Date and time of recording

• Helps track when the video was created

• Useful for training content, updates, or time-sensitive recordings

Clip video

• Define a starting point (hour, minute, second)

• This trims the beginning of the video to remove dead time or intros

• The original file remains intact; the clipped version becomes the active video

Watermark

• Optionally add your organization’s logo as a watermark

• Helps reinforce branding and discourage unauthorized reuse

Once uploaded, the video is processed and added to your Media Library, where it can be:

• Reused in templates and messages

• Sent by email or SMS

• Linked or shared via its unique URL

🧩 Reusable Media Asset
Each uploaded video becomes a reusable asset. You configure it once, then reference it wherever you need it—without re-uploading or duplicating files.

Video Details and Actions

Clicking a video row opens a detail view where you can:

• Edit the video name and description

• Send the video directly
  This opens the New Message interface with the video pre-attached

• Copy the video’s shareable link

• View the video in a new tab

• Print a QR code linking to the video

• Delete the video

 

External Video Integrations

Activity Messenger integrates with external video platforms including YouTube and Vimeo so you don’t need to upload everything manually.

🧩 Link-Based Video Delivery
Videos are always shared via links or previews rather than embedded playback. This ensures consistent delivery across email clients and keeps SMS messages fast and lightweight.

Quick Actions from the List View

From the video management list, you can use shortcuts to: 

These shortcuts allow fast access without opening the full video detail view.

 

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4. Pexels

Use Pexels when you need a fast stock image without uploading your own file. Review the image and your Organization’s usage requirements before publishing.

This is ideal for:

• Banners and header images

• Generic visuals (backgrounds, people, activities, landscapes)

• Situations where you need a quick image without custom branding

How Pexels Images Work

The Pexels tab is browse-only.
Images from Pexels are not stored permanently in your Media Library.

Once attached to a message or template, the image behaves like any other image in that context.

Using a Pexels Image in a Message

To add a Pexels image to a message:

1. Open the New Message interface

2. Click Attachment

3. Select Attach an image

4. Click the Media button

5. Click the Pexels tab

6. Search for an image

7. Click the image row to attach it to your message

Once attached, the image behaves like any other image in that message.

Using a Pexels Image in a Template

To use a Pexels image in a template:

1. Add an Image block

2. Click the Media button

3. Select the Pexels tab

4. Search for an image and select it

🧩 On-Demand Visuals
Use Pexels when you need a fast, copyright-safe image without managing uploads or maintaining it in your Media Library.

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5. YouTube and Vimeo

Activity Messenger integrates with YouTube and Vimeo, allowing you to use hosted videos without reuploading them to the platform.

🧭 Platform Fit Reminder

Use YouTube or Vimeo when video quality, length, or playback reliability matters.
Use Activity Messenger uploads for short, lightweight clips meant to support a message—not carry it.

Connecting Your Accounts

To enable these integrations:

• Go to Organization settings > Socials & marketing

• Add your YouTube and/or Vimeo account URL

Once connected, your videos automatically appear in the corresponding YouTube or Vimeo tabs in the Media section.

Using YouTube and Vimeo Videos

Videos from YouTube and Vimeo behave like native video assets when used in messages.

From the video list, you can:

• Copy the YouTube or Vimeo link

• Send the video directly

  • This opens the New Message interface with the video pre-attached

• Open the video on YouTube or Vimeo in a new tab

When sent:

• Emails display a clickable video preview

• SMS messages include a link to the hosted video
  
  

🧩 External Media, Same Rules
Externally hosted videos follow the same attachment and reuse rules as uploaded media.
Once attached to a message, they behave just like any other video asset—without duplication or reuploading.

 

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Related guides

• Communications 104: Message Assets

• Communications 103: Creating and Sending Messages

• Templates: Creating and Using Reusable Email Layouts

• Quick Messages: Creating and Using Text-First Operational Messages

• Creating and Sending Personalized Certificates

• Microsite Configuration & IFRAME Integration

• Connected Apps