How does the image library work?

Every image you upload lives in one library — reuse them anywhere, crop per spot, rename, and safely delete what you no longer need.

Every image you upload to ResoFlow — logos, cover photos, dish photos, event banners, wallet-pass images and marketing pictures — lives in one shared image library. Upload a photo once and reuse it anywhere; manage everything from Settings → Venue → Image library.

Choosing an image, anywhere

Wherever you can set an image — your branding, a dish, an extra, an event and its email cover, a What's on entry, an experience, a gift card design, your website's photos — you get the same box. Drop a picture on it (or tap Choose a picture) and it goes straight in, cropped to the spot's shape where it has one; From your images opens your library; Adjust crop reframes a picture that's already there; Remove clears the spot. The picker has up to three tabs (the ticket designer and the marketing composer open it from their own buttons):

• Your library — everything you've already uploaded, with search and automatic labels showing where each image came from. Pick one and it's cropped to fit the spot you're filling — no re-upload needed.
• Ready-made — free images from ResoFlow (logo marks and cover photos) to get you started. As the tab says: "pick one and it's saved to your library like any other image".
• Upload new — drag files in, click to browse, or use Take a photo on a phone or tablet. You can drop several images at once to add them all to your library.

Dish photos, event images, an event's email cover and the loyalty card's logo and banner also have Or paste a web address: paste a picture's https:// address and press Add from link. ResoFlow fetches the picture once and copies it into your library — checked, shrunk and counted like any upload — so the spot never depends on someone else's website. The ticket designer still takes a pasted https:// address as before.

What happens when you upload

• File check — JPG, PNG, WebP and iPhone photos (HEIC) are accepted: a HEIC photo is converted for you, and an SVG logo is drawn into a sharp PNG. Big photos are fine — they're shrunk for you, and what's stored is at most 5 MB. Only a truly enormous picture is turned away (over 40 MB, or over 50 megapixels), with a message saying so. GIFs and animated images aren't supported (you'll see a friendly message).
• Automatic optimisation — photos are resized and compressed so your pages load fast; logos and graphics are kept lossless so they stay crisp. Any location data hidden in the photo (EXIF/GPS metadata) is always removed before upload.
• Guided crop — each spot knows its shape (a square logo, a wide 3:1 cover, a 16:9 event banner, a square dish or What's On photo), so the crop step opens at exactly the shape the place you're filling needs. It works with touch or a mouse. For cover and event images, thin labelled guides show which part of your crop different screens actually display — a cover shows as a fixed-height band (phones display the middle of it, wide desktop screens a slice across it), and an event image also appears as a square thumbnail on your What's On page and as the wide strip on wallet passes — so keep the important part inside the guides.

Uploading the same file twice is harmless — ResoFlow notices it's identical and reuses the existing copy rather than storing it again. Add several pictures at once and each shows its own progress; any that can't go in say why, and a button tries just those again.

On your cover, your website's photos, a What's on entry, an experience or a gift card design, a new upload then asks Describe this picture — one optional line (skip it if you like). It's saved as the picture's description, which is its alt text on your pages: what screen readers read out and search engines see.

Your storage allowance

All images share one storage pool: 50 MB on Free, 250 MB on Plus, 2 GB on Pro and 5 GB on Complete. Your images and their cropped copies count; the resized display versions ResoFlow generates behind the scenes are free, and Tidy unused crops clears cropped copies that are no longer used anywhere. The Image library shows known usage in its summary, with the detailed Storage used bar below your images. If usage cannot be loaded, it shows Storage usage unavailable with Reload storage usage, rather than an empty meter. An Image storage meter also appears on Account → Plan and usage with the usual amber/red warnings.

Need more? The Extra Storage add-on adds 1 GB at a time, priced per GB per month — see How do I buy credits or add-ons? for the current price. If you're at the limit, new uploads are politely declined until you free up space or add storage; nothing you've already uploaded is ever removed.

Folders keep the library organised

The library is organised into folders. Six are built in — Menu, Website, Branding, Gift cards, Events and Marketing — and new uploads file themselves automatically based on where you added them: a dish photo lands in Menu, an event banner in Events, a website gallery photo in Website, and so on. Images that don't belong anywhere yet (including everything uploaded before folders existed) sit under Unfiled.

You can also make your own folders with New folder — up to 30, named anything up to 40 characters (say, a folder for your Christmas menu shoot). Open one of your own folders to Rename it or use Delete folder; deleting a folder only removes the folder itself — every image in it is kept and moved to Unfiled. The six built-in folders can't be renamed or deleted.

To move images around: use the Move to folder button on any image, or tick Select, choose several, and press Move to… to re-file them all at once. Adding images while you're inside a folder files them straight into that folder.

Managing your images

On Settings → Venue → Image library you can:

• Rename an image and give it a description. The description doubles as the image's alt text on your public pages — it helps screen readers and search engines. Leave it blank and a sensible fallback is used (for example, an event image falls back to the event's own name).
• Search, and browse by folder using the folder chips above the grid.
• Change the thumbnail size — small, medium or large — with the size control in the toolbar; ResoFlow remembers your choice. Open a thumbnail with a click, tap or keyboard to edit its details in any size. In the small view the other per-image buttons are hidden to fit more on screen — use Select, or a bigger size for those actions.
• Copy URL — grab an image's web address for pasting into custom HTML.
• Duplicate — make a true copy of an image (named "… (copy)", filed in the same folder). The copy is a separate file, so it counts towards your storage.
• Delete — one image, or tick-select several and Delete selected. Deleting can't be undone.
• Tidy unused crops — a one-click sweep that clears out cropped copies no longer used anywhere.
• Replace everywhere… — on an image that's in use, open its details and swap every place it appears (your branding, website, dishes, events, gift cards, passes, and emails still to be sent) to another picture from your library in one go. The old picture stays in your library — nothing is deleted.

Delete is protected while an image is in use

If an image is still used somewhere — your branding, your website, a dish, an event (or its Wallet strip), a What's on entry, an experience, a gift card design, a pass design, a draft, a template or a scheduled campaign — the delete is blocked and you're shown a friendly Used in list of exactly where. From there you can either remove it from those places yourself, or click Replace everywhere… to swap every use to another image from your library in one go, after which the old one is deleted. One thing to know: the replacement is used exactly as it is — it isn't cropped to fit each spot — so pick an image that already suits the places listed.

One honest caveat, shown on every delete: emails you've already sent that include the image will show a broken image — that can't be undone.

Adding photos to several dishes at once

When some dishes have no photo, the Menu page offers Add photos to dishes. Choose several photos together — name each file after its dish (margherita.jpg) and they're matched for you; match the rest by hand, or leave one out. Each photo is cropped square from its centre; use Adjust crop on the dish to move it. They're your own photos of your own dishes — ResoFlow never makes a dish photo.

Who can manage the library

Managing the library (uploading from the page, renaming, deleting) needs the Manage the image library permission — on by default for owners and admins, and grantable to any role like other permissions (How do I create custom roles and set permissions?). Picking an image while editing a dish or event simply follows that page's existing permission — and the same for a gift card design (whoever may manage gift cards) and your website's photos (whoever may edit your branding).

Are my images public?

Images you upload are served from a web address so customers' browsers can display them on your booking page, event pages and emails. Think of it like an unlisted YouTube video: the address isn't listed anywhere or guessable, but anyone who has the exact address could view that image. Nothing from your library is shown to customers unless you place it on a public page or email — you choose what gets published. As a courtesy to yourself, don't upload private photos you'd never want anyone outside the business to see.

Related: How do I add my logo, colours and images? · How much image storage do I get? · How do I buy credits or add-ons?