Team Files – Help Center | Crew

Use Team Files to share photos, videos, forms, training materials, policies, and more with your entire Organization.

You’ve probably already been sharing photos and videos with your team on Crew; Team Files allows you to upload and share other types of files like PDFs, Word documents, Excel sheets, and gives you a permanent home to store them so that you—and your team—can easily access those files later on.

In contrast, Conversation Files lets you share files with only specific teammates within your Organization.

How to Enable Team Files

Team Files is a new add-on under your Admin tab. Admins must go to the Admin tab and “Add” Team Files to activate the feature.

Admins can add the Team Files feature from their Admin tab (left) ; Crew Pro subscribers can customize the feature from here initially, or from their Admin tab at any time (right)
Once Team Files has been activated, anyone in the Organization can upload files to share, unless that capability has been restricted. (See Note) And anyone in the Organization will be able to view all uploaded files.

Note Subscribers to Crew Pro can restrict file uploading to Admins only. They can also restrict the ability to share or open these files outside the Crew app to Admins only.

These are the options Crew Pro subscribers have for Team Files customization

How To Use Team Files

You’ll find the Team Files feature on the Chats tab

Access Team Files from your Chats tab
1. From the Team Files screen tap on “Add a file” to add a new file—or use the “+” icon specific to your device. (The first time you check out Team Files you’ll see some suggestions of the types of files you might want to upload; tapping on any of them will work just like “Add a file.”) To add a file you can
  - Take a photo
  - Upload a photo, or
  - Upload a file from iCloud, Dropbox, Google Drive, or anywhere else your device stores files
  - Scan documents (iOS users only). See Note below.
2. Name the file, for example “Vacation Policy,” and tap “Done.” You’ll see a green banner across the top of your screen confirming “File uploaded.”
Here’s how to upload a file into Team Files

Note iOS users can also scan documents into Team Files. Click here to find out more.

That’s it! You can also rename or delete the file, if necessary, by tapping on the three dots that appear on the file image. Files that have pre-existing names will retain those names. Photos will be named “Photo” unless you rename them.

Rename or delete files from here

Everyone in the Organization will receive a message, e.g. “[Admin] uploaded “Vacation Policy” in the Team Files entry on their Chats tab, letting them know that a new file is available to view.

A message that a new file has been uploaded

Tapping the message will take them to the Team Files screen, where they can view it. (Note Only the most recent file uploaded will appear in the message, but all files will be continue to be available on the Team Files screen under “Recent.”) Team members will also receive a Push Notification: “Vacation Policy is now available in Files.” Tapping the Push Notification will open the file immediately.

Sharing Team Files Outside of Crew

By default, any team member can open uploaded files outside of Crew. Subscribers to Crew Pro have the option to restrict this availability to Admins-only. To open a file outside of Crew tap the three dots on each file image and choose “Open in” from the menu, or tap “Open in” directly from the top of the view of the file itself.

A variety of options are available, from emailing the file to saving it to your device.

Choose where you want to open the file

There’s no limit on the number of files you can upload, but there is a 50MB file-size limit. A caution message will appear with very large files, giving team members notice that they may want to consider their data usage limits before opening.
All About Team Files
You’ve already been using Team Files to upload schedules, forms, policies, and more. Users of iOS devices can now scan documents for easier uploading into Team Files.

Here’s how it works.

Scanning a Document
1. Go to the “Team Files” line item in your Chats tab
2. Tap on “+ Add a file”
3. Select “Scan documents”
Choose “Scan Document” from your Team Files options

Document Scan will zone in on a rectangular shape in the scanner’s field of vision—say, next week’s schedule. Simply click on the camera button to upload the document as a PDF. There’s even a flash option for low lighting—tap the flash icon in the upper left of the scanner’s view and select “On.” Don’t forget that you can scan and upload multiple documents at once.

Here’s how to scan a document to Team Files

Saving and Editing

Once your document/s has been scanned it will appear in the bottom left of your screen. Tap “Save” if you’re happy with the image as is, or tap the document and “Edit” to alter the size and shape of the image. If you scanned multiple documents, simply swipe sideways to move between them. A saved document will be automatically uploaded to Team Files, and shared with the rest of your Organization. At this point you can also rename your document by tapping the three white dots in the corner of the document image and selecting “Rename.” (The default name is “Scan.”)

Tap the three white dots to rename a scanned document

Note Subscribers to Crew Pro can restrict uploading, via any means, to Team Files to Admins-only

Scan Documents to Team Files—iOS devices only
Users of Command Center can upload important files and make them instantly available to their employees on the Crew app.

Uploading Files

Select “Files” from the Command Center menu on the left side of the screen.
1. Tap “Upload File”
2. Choose the correct file from the Finder on your desktop
3. Choose which Organization/s with which to share the file. You can also choose “Select All.”
4. Click “Share”
You’ll see the successfully uploaded file appear on your screen. From there just click on the file name if you want to open and view it. Beneath the file name you’ll also see how many Organizations you’ve shared it with.

Customizing Files

The files you upload can be customized by clicking on the three horizontal dots on the right-hand side of the screen. From here you can
- Change the name of a file
- Change the selection of Organizations that have access to it
- Delete a file. If you do so, all the Organizations you’ve shared it with will lose access to it—unless it’s been specifically saved to a user’s device. If you choose to delete a file you’ll need to confirm it.
Enterprise Files Permissions

You can also give additional Enterprise Users the ability to upload and share files, by checking the appropriate box of their Permissions on the Permissions page. (Enterprise Admins do not require specific permissions to use the feature.) You can even specify whether the User can upload and share files only to specific Organizations, or to all of them.

You can give Enterprise Users permission to upload and share files as well

Enterprise Files in the App

Organization-level Admins will see files that have been uploaded from Enterprise Files in the Team Files line item of their Chats tab, and they will appear along with all their other files on the Team Files screen. Enterprise files have a Building icon next to the file name to differentiate them from files uploaded in the app.

Files uploaded in Command Center appear within Team Files on the app next to the Building icon

If an Enterprise Admin has renamed or deleted a file it will be reflected in the Team Files line item.

If an Enterprise Admin has renamed or deleted a file, users can see that

Note Once an Enterprise file has been shared with an Organization, the Admins of that Organization will no longer have the ability to uninstall the Team Files feature from their Org, as to do so would cancel their access to any files that have come from the Enterprise leaders.

Command Center: Enterprise Files
Use Conversation Files to share photos, videos, forms, training materials and other documents with only specific folks within your Organization. In addition to images and videos, you can share files like PDFs, Word documents, and Excel sheets directly through a conversation.

In contrast, Team Files gives you a permanent home to store files so that your entire Organization can easily access those files later on.

How to Send a Conversation File (Mobile)
1. Tap into the conversation where you'd like to share a file
2. Tap on the + icon in the bottom left corner of the compose tray
3. Tap the File icon
4. Select your desired file from your device
5. Tap the Send button within the conversation
How to Send a Conversation File (Web)
1. Tap into the conversation where you'd like to share a file
2. Tap on the File icon on the far left side of the compose tray
3. Select your desired file from your device
4. Tap the Send button within the conversation
How to Delete a Conversation File
1. Open the conversation
2. Tap on the light grey dots next the file you shared
3. Tap the 3 dots
4. Tap Delete
All About Conversation Files