Photos & Files FAQ
Common questions about uploading photos, managing albums, sharing files, and storage limits.
Who can upload photos?
Any member can upload photos to a group's photo library by default. Admins can restrict uploads to admins only in Group Settings → Features → Photos. Members can always upload photos directly in chat regardless of this setting.
How do I organize photos into albums?
Go to the group's Photos section and tap Create Album. Give the album a name and optionally a description. You can then upload photos directly to that album, or move existing photos from the main library into it. Admins and members with the Manage Photo Albums permission can create and manage albums.
Can I download photos from the group?
Yes. Tap a photo to open it full screen, then tap the download icon to save it to your device. Admins can bulk-download an entire album. Photos shared in chat can also be saved individually.
How much storage does my group have?
Storage limits are per group and depend on the owner's plan. The storage panel in the group shows current usage. When a group reaches its soft limit, a warning appears; at the hard limit, no new uploads are accepted until space is freed or the plan is upgraded.
What happens when we run out of storage?
New uploads are blocked once the group reaches its storage hard limit. Existing content is not deleted automatically. To free up space, delete photos, files, or other media you no longer need. Admins can see a storage breakdown in Group Settings → Storage.
Can I share a photo album with people outside the group?
Not directly. Grūps App photo albums are visible only to group members. To share photos with non-members, download them to your device and share via your preferred method outside Grūps App.
Can I share a file with someone outside the group?
Availability may vary by plan. Open the file's edit page (click its name in the list), then tap Create File Share Link. You can set an expiry date (1 hour to 1 year) and an optional password. Anyone with the link can download the file — no Grūps App account required. You can revoke the link at any time from the same panel.
What file types can I upload to the Files library?
The Files library accepts all file types: documents (PDF, Word, Excel, PowerPoint, etc.), images, videos, audio, archives, and more. The maximum file size per upload depends on your plan.
How do I open or preview a file?
Click the file's name in list view (or tap its card in grid or table view) to open the file's edit page. From there, click the file icon or name in the Preview panel to open the file in a new browser tab. Images display inline in the preview panel.
How do I upload a new version of a file?
Where available on your plan, open the file's edit page and tap Upload New Version in the File Versions section. Select the replacement file from your device, then tap Save. The previous version is saved to the version history, where it can be restored at any time. The file's title, description, tags, folder, and pin status are all preserved.
Can I organize files into folders?
Availability may vary by plan. Where a folder sidebar isn't available, all files are shown in a flat list. See Files for details.
What are AI tags in Files?
Where available on your plan, Grūps App can automatically suggest tags for uploaded files based on the file name and content. You can accept, edit, or remove the suggested tags. Tags make files easier to filter and find across a large library.
Can I preview a document without downloading it?
Yes. Click a file's name (list view) or tap its card (grid/table view) to open the edit page. Click the file icon or name in the Preview panel to open it in a new browser tab. Images display inline without leaving the page. For file types the browser can display natively (PDFs, common images), no download is needed. Other types will be downloaded automatically.
What is an AI document summary?
Where available on your plan, Grūps App can generate a short summary of a document's content and show it in the file's detail view. The summary gives members a quick overview without needing to open the file. It is generated when the file is first uploaded and can be regenerated manually.
How do I delete a file?
Open the file's edit page (click its name in the list) and tap Delete File at the bottom of the page. Confirm the prompt. Deleted files are moved to the Recycle Bin — they are not permanently removed immediately. Admins can restore files from the Recycle Bin within 30 days. After 30 days, files are permanently deleted.
How do I delete a photo?
Tap and hold a photo (or tap the three-dot menu) and select Delete. Members can delete photos they uploaded. Admins and members with the Manage Photo Albums permission can delete any photo.