Media Library Overview and Supported File Types

The Media Library is where your practice keeps every image, video, and document it reuses across Aesthetix CRM: your logo, before/after photos, treatment menu graphics, consult forms, brochures, and marketing videos. Instead of hunting through your desktop every time you build a funnel, email, or social post, you upload a file once and pull it in wherever you need it.

You can open the Media Library from the left sidebar of your Aesthetix CRM dashboard, or directly from inside a builder (Sites, Funnels, Forms, Email, Social Planner) whenever you need to insert an image or file.

Accessing the Media Library

To get to the Media Library, click Media Library in the left sidebar of your dashboard. From there you can browse folders, upload new files, and manage anything already stored.

Supported File Types

Different areas of Aesthetix CRM accept different file types and sizes. The Media Library itself is the most permissive storage location; individual tools (Forms, Social Planner, Courses) apply their own limits when you insert a file into them.

Images

• PNG (.png)

• JPEG (.jpg, .jpeg, .jfif, .pjpeg, .pjp)

• GIF (.gif)

• TIFF (.tif, .tiff)

• WEBP (.webp)

• SVG (.svg)

• ICON (.ico, .cur)

• HEIC

Videos

• MP4 (.mp4)

• QuickTime (.mov, .qt, .qtc, .moov)

• AVI (.avi)

• WebM (.webm)

• Windows Media Video (.wmv, .asf)

• Ogg Video (.ogv)

• MPEG (.mpg)

• M4V

Audio

• MP3 (.mpeg, .mp3)

• WAV (.wav)

• AIFF (.aif, .aiff, .aifc)

• MIDI (.mid, .midi)

• Ogg Audio (.oga)

• WebM Audio (.weba)

• M4A (.m4a)

Documents and Files

• PDF (.pdf)

• Word (.doc, .docx)

• Excel (.xls, .xlsx, .xlsm)

• PowerPoint (.ppt, .pptx, .pptm)

• Text (.rtf, .txt)

• CSV (.csv)

• Google Docs, Sheets, and Slides

• Apple Numbers

• ZIP archives (.zip)

• JSON and CSS

Fonts

• TrueType (.ttf)

• OpenType (.otf)

• Web Open Font Format (.woff, .woff2)

Custom font uploads (up to 100MB) let you match your practice's brand typography on websites and funnels using Custom CSS.

Contact Cards

• vCard (.vcf)

Uploading Files

Upload files by dragging them from your computer straight into the Media Library, no upload button required. This works both in the full Media Library view and inside the media picker modal that opens from within a builder (for example, dropping a file directly into a funnel's media modal to upload and insert it in one step).

Viewing File Details

Each file in the Media Library carries a few key details worth understanding when you're deciding what to use where:

• Filename: the unique name identifying the file.

• File extension: the short suffix (like .png) that tells Aesthetix CRM how to read the file.

• Publication date: when the file was added to the Media Library.

• File size: how much storage the file uses (measured in KB, MB, or GB).

• Dimensions: the file's native pixel width and height. A small image (like a 16x16 icon) stretched to fill a large space will look pixelated. SVGs are the exception, since they're drawn mathematically rather than with pixels, so they stay sharp at any size.

Beyond the file itself, how an image displays also depends on style settings you apply where you place it, such as alignment (left, right, center) and fit (stretch, tile, crop). Keep both the source file's dimensions and your display settings in mind when choosing an image for a header, background, or gallery.

Checking Your Storage Usage

You can see exactly how much storage your account is using and where it's going.

1. Click the three-dot menu in the Media Library and select Storage.

2. Click any module (Media Library, Conversations, Memberships, Contacts, Calendar, and so on) to see a breakdown of usage by file type: images, videos, documents, and audio.

Sorting and Viewing Media

Organize your library using these sorting options:

• By name: A to Z or Z to A

• By size: smallest first or largest first

• By modified date: newest first or oldest first

You can also toggle between Grid View and List View. Both show enhanced metadata:

• Orientation badge (Grid View): each image is labeled Landscape, Portrait, or Square.

• Pixel dimensions (List View): width x height appears next to each filename, useful for judging fit before you insert an image.

Note that older uploaded images may take a moment to display their dimensions while they finish processing in the background.

Quick Actions

Right-click any file, or hover over it, to access quick actions without going through the top navigation bar:

• Rename

• Delete

• Move to Folder

• Preview

• Insert

Inserting Media Into Builders

When you open the Media Library from inside a builder (Sites, Funnels, Email, and similar tools), it opens as a modal window rather than taking over the full screen, so you can browse and insert without losing your place. You'll also see:

• An Insert option for quickly placing a single file without leaving the modal.

• A Preview option from the three-dot menu for a closer look before you commit.

• The ability to insert a file directly from its preview screen.

Organizing Media Into Folders

Collapse or expand folders. If your folder structure is large, click the arrow next to Folders to collapse the list and reduce clutter. Click it again to expand it.

Move an entire folder. You can move a folder and everything inside it, including nested files and subfolders, in one action.

1. Click the three-dot menu next to the folder and select Move to Folder.

2. Choose an existing destination folder or create a new one.

3. Confirm the move. Subfolders and their contents stay intact.

Trash and Deleted Files

Deleting a file doesn't remove it immediately. It moves to Trash, where it stays for 30 days before permanent removal.

1. Click the three-dot menu and select Trash.

2. Choose a file to Restore or Delete Permanently.

Trash is shared across your whole account: any team member logged into your account can view and restore trashed items, regardless of who deleted them. This protects you from losing files if the person who deleted them no longer has access. After 30 days, deleted files are gone for good and cannot be recovered, so double-check before you let something age out.

Google Drive Integration

You can connect Google Drive to import files you already own directly into the Media Library.

Google Drive only lets Aesthetix CRM display files you own; shared files and shortcuts to shared files won't appear, because Google restricts visibility based on ownership rather than access. If a teammate shares a file with you that you need in your Media Library, ask them to send you a copy rather than a shortcut so it imports correctly.

If someone uses the "Login As" feature to access your account (for example, a support session), the Connect Drive button is disabled and your Google Drive content stays hidden from them, protecting your account's privacy.

Where the Media Library Is Used, and File Size Limits

Every builder that touches media (Sites, Funnels, Forms, Social Planner, Courses) pulls from the same Media Library, but each applies its own size ceiling. Forms and Surveys can also collect files directly from patients through a Custom Value field of type File Upload.

Browser Compatibility

Uploading, listing, and previewing files works consistently across Chrome, Firefox, and Safari for all supported formats, including images (JPEG, PNG, SVG, WEBP, GIF, TIFF, HEIC), audio (MP3, WAV, OGG/OGA), video (MP4, MOV, WEBM, WMV, AVI, M4V), documents (PDF, PPT, TXT, DOC, DOCX, CSV, XLS, XLSX), ZIP archives, and JSON/CSS files.

Most formats show an inline thumbnail or preview when your browser and operating system support it. If a format can't be previewed inline, it's still available as a download. Keep individual file sizes reasonable where you can; smaller assets load and preview faster.

Frequently Asked Questions

Where do I find the Media Library? Click Media Library in the left sidebar of your Aesthetix CRM dashboard, or open it directly from inside a builder like Sites, Funnels, Forms, or Social Planner when you need to insert a file.

What file types can I upload? Most common image, video, audio, document, and font formats are supported, including PNG, JPEG, SVG, MP4, MOV, PDF, DOCX, XLSX, and TTF/OTF/WOFF fonts. See the Supported File Types section above for the full list.

Is there one file size limit for everything? No. The Media Library itself allows up to 100MB for images and documents and up to 4GB for video, but each tool you insert a file into (Social Planner, Sites & Funnels, Courses, Forms) applies its own, usually smaller, limit. Check the file size table above for the specific product you're working in.

What happens when I delete a file? It moves to Trash, where it stays for 30 days before being permanently removed. Any team member with access to your account can restore or permanently delete trashed files during that window. After 30 days, deleted files cannot be recovered.

Can I connect Google Drive to the Media Library? Yes, but only files you own will show up. Shared files and shortcuts to shared files won't appear because of how Google Drive handles permissions. If you need a colleague's shared file, ask them to send you a copy instead of a shortcut.

Why can't I see my Google Drive files when someone logs in as me for support? When the "Login As" feature is active, the Connect Drive button is disabled and your Google Drive content stays hidden, so support access never exposes your connected Drive files.

Can I move an entire folder, not just individual files? Yes. Use the three-dot menu next to a folder and select Move to Folder. All nested files and subfolders move together and stay intact.

Can I store patient before/after photos in the Media Library? You can, but treat these as protected health information. Only upload before/after photos once you have documented patient consent, limit access to staff who need it, and avoid using identifiable photos in public-facing marketing without separate written authorization.

Do file size limits differ between Grid View and List View? No, sorting and view mode don't affect file size limits. Grid View adds an orientation badge (Landscape, Portrait, Square) and List View shows pixel dimensions next to each filename, but both draw from the same underlying files and limits.

What if a file doesn't show a preview thumbnail? Some formats and older browser/OS combinations don't generate an inline preview. The file is still stored correctly and available as a download even if a thumbnail doesn't render.