> ## Documentation Index
> Fetch the complete documentation index at: https://docs.florists.digital/llms.txt
> Use this file to discover all available pages before exploring further.

# Media Library

> Upload inspiration photos and reference images, then attach them to recipes and proposals.

The **Media Library** is the shared pool of images you use across your events. Upload inspiration photos, ingredient shots, and reference arrangements once, then pick them when you're building recipes or designing a proposal. The same image can sit on as many events as you like.

<Info>
  **This page covers features gated by Manager-tier permissions.** Managers and Admins have these by default; your administrator can adjust who has them in [Settings > Team](/settings/team).
</Info>

## Where to find it

Open **Events > Media** to manage your library. From here you can:

* **Upload** new images (JPG, PNG, WebP, GIF or SVG, up to 10 MB each)
* **Search** by name or caption
* **Filter** by category or by image type (Inspiration, Ingredient, Proposal, General)
* **Edit** an image's name and category
* **Archive** images you no longer need

Archiving keeps the image and its history, but hides it from the picker. Anything you've already attached to a recipe or proposal carries on showing.

## Categories

As your library grows, group images into **categories** to make them faster to find. Manage categories in **Settings**, then assign each upload to one. Common patterns are by style ("Bridal Bouquets", "Tablescapes"), by season, or by venue.

## Where images attach

You don't attach images to an event directly. Instead, you pick them from the Media Library at the point you need them:

### On a recipe

Open any recipe in the [Quotation Builder](/events/quotation-builder) and use the inspiration picker to pull in reference images. These are the closest match to "this is what the arrangement should look like".

Recipe inspiration images appear next to that item in the client's proposal when the **Arrangements** section is set to show images per recipe. They also auto-seed the **Moodboard** section unless you've curated it yourself.

### On a seating plan

Quotation groups named **Tables / Seating** have an upload button for the seating plan image. The image attaches to the group and appears alongside that section in the proposal.

### In the proposal designer

Two places in the proposal designer pull from the Media Library:

* **Moodboard section** — pick the images that form your gallery. If you leave it on auto, the moodboard fills from the recipe inspiration images on the quote.
* **Arrangements section** — add category-level inspiration images that sit above each group in the proposal.

Picking from the proposal designer doesn't change the recipe's images. Each surface keeps its own selection.

<Tip>
  Upload reference photos from your consultations straight away, while the conversation is fresh. It only takes a moment and means nothing gets lost in a camera roll.
</Tip>

## Image options on the proposal

When you pick images in the proposal designer, you can:

* **Reorder** images by dragging them
* **Add captions** (optional — turn them on per section in the designer)
* **Set the aspect ratio** to square, portrait, or landscape
* **Choose layout** — grid or masonry, with 2–6 columns

<Info>
  Captions show on the client's proposal when you turn them on, so write short, useful descriptions like "Soft pink and ivory bridal bouquet" rather than leaving them blank.
</Info>

## Colour palette and notes

Colour swatches and palette settings live with the quotation. See the [Quotation Builder](/events/quotation-builder) for how to add a Colour Palette section to your quote.

## Common questions

<AccordionGroup>
  <Accordion title="Do I need to attach images to every recipe?">
    No. Images are optional everywhere. Proposals with photos tend to land better with clients, so adding them where you can is worth the time.
  </Accordion>

  <Accordion title="What file types can I upload?">
    JPG, PNG, WebP, GIF, and SVG, up to 10 MB each. Keep file sizes reasonable so proposals load quickly on mobile.
  </Accordion>

  <Accordion title="Can I use the same image on multiple events?">
    Yes. The Media Library is shared across all your events, so one upload can be attached to as many recipes, seating plans, or proposals as you need.
  </Accordion>

  <Accordion title="Will my client see every image I attach?">
    Only images attached to visible groups and recipes appear in the proposal. If you hide a group from the client, its images won't show either. The moodboard and arrangements sections can also be turned on or off per proposal.
  </Accordion>

  <Accordion title="What happens if I archive an image that's already on a proposal?">
    The image stays on any recipe or proposal it's already attached to. It just stops appearing in the picker for new uses.
  </Accordion>
</AccordionGroup>

## What's next?

<Columns cols={2}>
  <Card title="Quotation Builder" icon="calculator" href="/events/quotation-builder">
    Build itemised quotes and add inspiration images to each recipe.
  </Card>

  <Card title="Proposals" icon="file-lines" href="/events/proposals">
    Design and send branded proposals with your photos and pricing.
  </Card>

  <Card title="Creating an Event" icon="circle-plus" href="/events/creating-an-event">
    Set up a new event and record colour notes alongside the brief.
  </Card>

  <Card title="Client Portal" icon="globe" href="/events/client-portal">
    See how clients view your photos and proposals online.
  </Card>
</Columns>