Using event files to upload documents
There are two ways to get a document in front of your crew on the day. You can attach a link to wherever the file already lives (Google Drive, Dropbox, OneDrive) using the Links feature. Or you can upload the file directly into 1pm using Files and have it served to crew through their live link. This article covers the second option: Files.
Both methods exist because they fit different situations. Links are great when the file already has a stable home and you want one source of truth across your tools. Files are great when you don't want to depend on third-party share settings and you want the file to open instantly on the crew's phone with no "request access" detour.
Where to upload a file
Open the event in the planner. Above the timeline, expand the Files accordion. Inside the panel, a small form at the bottom lets you pick a file from your computer and upload it.
You can also upload files to a single timeline item. Click the paperclip icon on a row and a panel opens for that item, with an Upload form alongside the Links form. Files added there are scoped to that one moment in the run of show rather than the whole event.
What you can upload
PDF, PNG, JPEG, or WebP. Up to 10 MB per file. Most planner-facing documents fit comfortably under that. For large media (high-res video, raw photo files), attach them as a link via the Attachments feature instead.
There's no document type restriction beyond the file format. A PDF runsheet, a JPEG floor plan, a PNG seating chart, a contract scanned to PDF, a WebP image of a stage setup, a PDF rider, a JPEG screenshot of a calendar invite are all fair game.
Adding the upload
Click Choose File in the upload form, pick the file from your computer, and optionally type a Label. The label is what crew see as the clickable name of the file on their run sheet. If you leave it blank, 1pm uses the file's original filename as the label.
Click Upload. The file appears in the list of uploads with its label, file size, and an icon for the file type.
You can edit the label inline by clicking into it, and add a description by clicking into the smaller line underneath. The description is a short instructional note for crew, like "Read before commencing work" or "Refer to page 3 for the seating plan". Both fields save automatically when you click away.
How crew see files
On the crew member's live link, event files appear in a list near the top of the run sheet, alongside any linked attachments. Each file shows its label, an icon for the file type, and any description you added.
Tapping the file opens it directly in a new browser tab on the crew member's device. There's no "request access" step, no Google sign-in, no shared-folder permission to worry about. The file is served through 1pm and just opens.
Files added to a single timeline item appear with that row on the crew member's run sheet, not at the top with the event-wide uploads.
Private files on a timeline item
When you upload a file to a single timeline item, you'll see a checkbox labeled Private. Tick it and only the crew member assigned as Responsible for that item sees the file. Useful for documents that should only reach one specific vendor: a script for one speaker, prep notes for one course, contractual paperwork for one supplier.
Event-wide uploads don't have a Private toggle because every crew member with a share link sees them by definition.
Reordering files
Event-wide uploads can be dragged into the order you want crew to see them. Hover over an upload to reveal the drag handle on the left, then drag up or down. The order saves as you drop.
Per-item uploads aren't drag-reorderable because there are usually only a few of them per row and the list is short enough that ordering doesn't add value.
Storage budget per event
Each event has a storage cap of 200 MB for direct uploads (the underlying ceiling; the panel shows a usage bar so you can see your runway).
Note: This limit can be increased by contacting 1pm for a custom plan quote.
A few practical implications:
Most events use a fraction of this. A handful of PDFs and a few JPEGs come in well under 50 MB.
Heavy PDFs (scanned multi-page contracts, high-resolution floor plans) eat the budget faster. If you're at 80% used and you have a few more files to add, consider whether some of them are better as links instead.
The usage bar shows your current total against the cap. When it gets full you'll be told before the next upload fails, not after.
Use Files when:
The file doesn't already have a stable web home and you'd otherwise need to put it somewhere just to share it.
You want zero friction for crew on the day. No third-party sign-in, no permission requests, just tap and open.
The file is small enough to fit under 10 MB.
You want the version crew see to be frozen at the moment you uploaded it.
Use Links when:
The file already lives in Google Drive, Dropbox, OneDrive, or somewhere similar and you want one source of truth.
The file is larger than 10 MB.
You want the file to update for crew automatically whenever you edit it in the original location.
The file type isn't PDF, PNG, JPEG, or WebP (videos, spreadsheets, audio files).
Both approaches can be used on the same event. Many planners upload the runsheet PDF and a JPEG floor plan, and link out to a Google Drive playlist and a YouTube walkthrough video. Crew see all of it on the same run sheet without thinking about where each one is hosted.
Replacing or updating a file
There's no in-place "replace" for an upload. To update a file, delete the old upload and add the new one. The label and description don't carry over (they're tied to the upload record), but you can copy them across in a few seconds.
Deleting an upload removes the file from 1pm's storage permanently and can't be undone. The confirm prompt mentions this so you don't lose it by accident.
Limits
10 MB per file. PDF, PNG, JPEG, or WebP. 200 MB total per event.
The label can be up to 200 characters. The description can be up to 500 characters.
