Uploading files direct to an event — Help

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 Attachments feature. Or you can upload the file directly into 1pm and have it served to crew through their live link.

This article covers the second option: uploads.

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. Uploads 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.

The same accordion holds two other ways to get a document onto the event without uploading it again: attaching one from your account's Files library, and (on an event converted from a lead) pinning one out of the lead's email thread. Both are covered further down.

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.

Event-wide uploads start Internal, which means crew can't see them yet. Every file you add to the Files accordion arrives with its Internal checkbox already ticked. Untick it when you're ready for the file to appear on the run of show. See "Internal uploads" below.

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 uploads

On the crew member's live link, event uploads you've published appear in a list near the top of the run sheet, alongside any linked attachments. Each upload 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 uploads 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.

Internal uploads

Event-wide uploads don't have a per-crew Private toggle. They have an Internal checkbox instead, and it works the other way round to what you might expect: a new event-wide upload is Internal from the moment it lands, meaning you can see it and no crew member can. Untick Internal on its row and it appears on the run of show for everyone with a share link.

That default is deliberate. Uploading a draft, the wrong version, or someone's confidential paperwork shouldn't put it in front of the whole crew the instant the upload finishes. It also means some files never need unticking at all: an internal cost sheet, a signed contract, or a planning scratch document can live on the event and stay yours.

Reticking Internal pulls a published file straight back. Access is cut off immediately, not at the next refresh, because the file is served through 1pm rather than a public URL.

Per-item uploads work differently. They have no Internal checkbox, they're visible to crew as soon as you add them, and the Private tick above is what narrows one to a single person.

Attaching a file from your Files library

Below the upload form is a second section, From your Files library. This is for the documents you use again and again: the standard safety induction, your public liability certificate, the venue's parking map. Rather than uploading the same PDF onto every event, you keep one copy in your account's Files library and point events at it.

Click Attach from Files and a picker opens, listing your library grouped by category, with each file's title, filename, and size. Anything already attached to this event shows an "Attached" badge instead of a button, so you can't end up with the same file on an event twice. Click Attach on the one you want.

Attached library files behave like uploads once they're on the event. They sit in their own list with a "from Files" badge, they have the same Internal checkbox, and they start Internal exactly like an upload does. Crew who open a published one can't tell the difference; it opens through 1pm the same way.

Two things make this worth using over re-uploading:

It doesn't spend the event's storage budget again. The file is stored once in the library no matter how many events point at it, so a 6 MB induction PDF attached to forty events still only occupies 6 MB.
Retitling it in the library retitles it everywhere. Events read the title from the library at the moment the page loads rather than keeping a copy, so you fix a typo once.

You can't swap the file for a newer version, though. The library lets you change a file's title and category, not its contents, and it won't let you delete a file while anything still points at it (it names what's using it: events, reply templates, enquiry forms, or automations). When a document is reissued, upload the new version to the library as a separate file, attach that, and detach the old one.

Detaching from an event removes the pointer only. The library copy is untouched, which is the opposite of the red cross on an upload.

Pinning a file from the lead

If the event was converted from a lead, a third section appears: From the lead. It pins files out of that lead's email conversation onto the event, so the client's brief or their marked-up floor plan sits with the event instead of buried in a thread.

Click Add from lead and the picker lists every attachment on that conversation, oldest first, in both directions. Each shows whether the client emailed it in or you sent it out, plus its size and date. Files you've already pinned show an "Added" badge. There's also a View lead button next to it if you'd rather go read the conversation first.

Unlike uploads, this accepts any file type. A client's Word document, an Excel sheet, a zip: they're all listed and all pinnable, because the file stays in the lead's own attachment store rather than moving into the event's, and that store handles arbitrary types. It's also why nothing is re-uploaded and nothing counts against the event's storage budget.

Pinned lead files are planner-only. There is no Internal checkbox on them because they never appear on the crew or public run of show at all. Treat this as a filing tool for your own reference, not a way to hand something to crew. If crew need one of these documents, download it and upload it as an event file so you control what they see.

Detaching a pinned file unpins it from the event. It stays on the lead.

Reordering uploads

Event-wide uploads can be dragged into the order you want crew to see them. Use the dotted drag handle on the left of each row, then drag up or down. The order saves as you drop.

Per-item uploads reorder the same way. The drag handle and drop-to-save behaviour work identically on a timeline item's upload list, scoped to that one row.

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).

Only direct uploads count towards it. Files attached from your library and files pinned from the lead are references to a copy held elsewhere, so neither spends the budget. If an event is filling up with the same documents you put on every event, moving them into the library is the fix.

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.

Uploads versus links: when to use which

Use uploads 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 venues 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.

The same applies to a library file, with one extra step. You can't replace its contents either, and you can't delete it while an event, reply template, enquiry form, or automation still points at it. Add the new version to the library as a separate file, attach it wherever the old one was, then detach and delete the old one.

When uploads aren't available

If the upload form shows a notice saying uploads aren't available, that means file storage hasn't been configured on the server. On a regular 1pm account this shouldn't happen; contact [email protected] if you see it.

Limits

10 MB per file. PDF, PNG, JPEG, or WebP. 200 MB total per event, counting direct uploads only.

The label can be up to 200 characters. The description can be up to 500 characters.

Your Files library holds up to 500 files, on the same 10 MB and PDF / PNG / JPEG / WebP rules. Files pinned from a lead have no type restriction, since they stay in the lead's own store.