Choir files area

What is this?

The choir files area is the central document archive of your choir. Here you store everything that is not an event, sheet music or member data — club documents, minutes, contracts, lease agreements for the rehearsal room, advertising material for concerts, instructions and much more.

Typical content:

• Club documents: bylaws, rules of procedure, registry of associations excerpt
• Minutes: board meetings, member assemblies
• Contracts: lease for the rehearsal room, conductor contract, performing rights
• Concert material: program booklets, press releases, posters, sponsoring packages
• Instructions: "How do I use Chorilo?", rehearsal manager checklist
• Recordings: live recordings, promo films (when not too large)
• Tax documents: donation receipt templates, receipts

How to use the area

1. Open your choir and go to Administration > Files.
2. You see all folders and files at the current level.
3. Click a folder to navigate into it.
4. Click a file to open, download or share it.
5. Create new folders via "+ Create folder".
6. Upload files via "+ Upload files" or drag and drop.

What you can see and do

• Open files in browser preview (PDF, images, videos)
• Download files for local saving
• Share direct link with members or via email
• View version history (for important documents)
• See creation and modification date plus creator and last editor for each file — as dedicated columns in list view and as a tooltip on hover in grid view. Use this to check whether your local copy is still current before editing, so you don't overwrite someone else's changes.
• Adjust permissions per file or folder
• Search the entire file tree

Permission

You need the permission files.view to see the area. By default all members have access. For upload, delete, edit you need files.edit — usually choir director and board.

Individual folders can be set more restrictively — for example "Board folder" only visible to the board.

Tips

• Structure with clear folders: "01 Club documents", "02 Minutes", "03 Concerts" etc. Consistent numbering ensures a logical order.
• Do not create too many top-level folders — 5 to 10 is usually enough. Deeper structures fit underneath.
• Only upload final versions — work versions belong in your local editor, not the shared archive.
• Use meaningful file names — "Minutes-Board-2024-03-15.pdf" is much better than "minutes.pdf".
• Clean up annually — archive or delete old, irrelevant files. That keeps the area clear.