How much room does my site have - and what’s using it?
Your site’s room is not one number. It is three, kept separately, because the things filling them are nothing like each other: a page of photographs and a two-hour lesson film do not belong in the same measure.
The prompt
“How much room is left on [site name], and which files are taking the most of it?”
Signed in, Get my prompt fills in your site for you. Otherwise press Copy and fill in the [bracketed] parts. First time? Connect your AI to bernard once: Use your own AI (opens in a new tab).
The three pools
Photos and documents - 500 MB, up to 10 MB per photo and 100 MB per document. This is the pool your Library fills (What is the media library - and what can I do with it?).
Page video and audio - 20 GB, up to 1 GB per film and 100 MB per recording. Films and recordings that play on an ordinary page (Upload files and video to my site).
Course video and audio - your lesson films and recordings, kept privately for the people who have paid for them. The standard figure is 50 GB, and it is counted and shown but not capped today: nothing in this pool is refused for space.
Your site’s own allowance is on your Library page. Those three are the standard figures, and a site can be given its own.
What counts, and what does not
Only what you uploaded counts. Bernard makes several things from every film you give him - the still picture shown before play, captions, chapter thumbnails, a web-ready copy that plays smoothly on a phone. Those sit beside your file and are drawn on the bar as a lighter band, labelled as his rather than yours. They are never counted against your space, so a film he has worked on hard does not quietly cost you double.
Files you sent him in chat do not count either. Those are a waiting room and clear themselves after 7 days (Where do the files I send Bernard go - and how do I clear them out?).
The same file uploaded twice counts once: Bernard recognises the bytes and reuses the copy already filed.
Where the figure comes from
Every site starts on the standard figures above. A site can be given a figure of its own - because a photographer’s site is not a coach’s, and one customer genuinely needs more room than another. If yours has one, that is the number your bars are drawn against, and the number Bernard quotes you.
Changing it is a matter of asking: say you need more room and your site can be given a figure of its own. It takes about a minute to take effect once it is set, and there is nothing for you to install or approve.
When something will not fit
The one thing worth doing first is finding out what is actually big. Ask Bernard which files take the most room and what points at each of them: he can tell you which are used on a page or in a lesson and which are used nowhere at all. Letting go of a file no page uses costs you nothing, and it is a change like any other - he shows you what he plans to remove and nothing happens until you say yes (Is my site carrying dead weight?).
Deleting a file for good
When you know which file to let go of, ask Bernard to delete it by name. He does not take the earlier check on trust: at the moment of deleting he looks again at every page, lesson, product, course and certificate design, and if anything still uses the file he refuses and tells you where it is used. If he could not read one of those places he refuses everything, because a file he could not check is not the same as a file nobody wants. He shows you each file with its size first, and deletes only when you say yes.
This delete is permanent. The file goes, its library card goes, and so do the cover picture, captions and web-ready copy he made from it. That is the difference from Remove on your Library page (What is the media library - and what can I do with it?), which only tucks a file out of sight and can be undone with one click. Space comes back the moment the file goes, and the figures on your Library page follow within a minute.
Films stored twice
One thing fills a page-video bar faster than anything else, and it is Bernard’s doing rather than yours. When you upload a film to your Library and then point a lesson at it, Bernard makes a second copy for the lesson - and the Library copy stays behind, on no page, still counted. On one course site more than half of a full bar was this.
Ask Bernard to find films stored twice. He lists each pair, biggest first: the Library copy, its size, whether any page still uses it, and which lesson plays the other copy. Where he can prove the two are identical he says so; otherwise he says “same size”, because two different films can weigh the same. The Library copies on no page are the ones to let go of, and deleting them works as above - a list first, then only what you approve. The lesson keeps playing; its own copy is never touched.
To keep a copy of your originals before letting anything go, download or archive them first.
Questions people ask
- Where do I see how much room I have left?
- Open your Library page and choose Your files. Each site shows three bars - photos and documents, page video and audio, course video and audio - with what you have used against what that site holds. You can ask your assistant the same question in chat and get the same figures back.
- Do the covers and captions Bernard makes count against me?
- No. When you upload a film, Bernard makes a few things from it - the still picture the player shows before anyone presses play, captions, a web-ready copy. Those are shown on the bar as a lighter band and are never counted against your space. Only what you uploaded counts.
- Photos and video have separate space?
- Yes, and that is deliberate: one 1 GB film would swallow a whole site’s photo space in a single upload. Photos and documents share 500 MB; page video and audio have 20 GB of their own; course video and audio are counted and shown but are not capped today.
- Bernard says a file will not fit. What now?
- Ask him which files are the biggest and what is using them - he can list them and tell you which are on no page at all, and those are the safe ones to let go of. If you have genuinely outgrown the space, ask for more room: your site can be given a figure of its own, and it takes about a minute to take effect. Nothing on your site changes until you approve it.
- How do I know a file is safe to delete?
- Ask Bernard what is using it. For each of the biggest files he tells you how many places point at it and names a few of them, so you can recognise the ones you know. The number is the part that matters: if it says nothing points at a file, that file is genuinely on no page, no lesson, no product and no certificate design, and letting it go changes nothing anyone can see. He also tells you when he could not read every source - in that case he will not call anything unused, because a file he simply could not check is not the same as a file nobody wants.
- Bernard says some of my films are stored twice. Why, and what do I do?
- When you put a film in your Library and then point a lesson at it, Bernard makes a second copy for the lesson, and the Library one stays where it was, taking room on your page-video bar. That is his doing, not yours. Ask him to find films stored twice: he lists each pair, biggest first, says whether the Library copy is on any page, and which lesson plays the other. Ask him to delete the Library copies that are on no page and he shows you the list, then deletes only when you approve. The lesson keeps playing - its own copy is untouched.
- How do I actually delete a file to free up room?
- Ask Bernard to delete it, by name. He checks it again at that moment: if any page, lesson, product, course or certificate design still uses it he refuses and tells you where, and if he could not read every place a file can be used he refuses everything rather than guess. He shows you what would go, with sizes, and deletes only when you say yes. This is a permanent delete - the file, its library card and the covers and captions he made from it all go - so it is different from Remove on your Library page, which only tucks a file away and can be undone.
- Will Bernard tell me before I run out of room?
- Yes. When a pool passes 80% he writes to you once, and again once if it passes 95%. It is one note per crossing, not one a day: if you free up space and fill it again later, you hear again. The note names the pool, the two figures and the one thing worth doing. Course video is never in these notes, because nothing is refused for space there today. Nothing on your site changes and there is nothing to approve.
- Does the same photo uploaded twice count twice?
- No. Bernard recognises the same file arriving again and reuses the copy he already has, so a re-upload after a shaky connection costs you nothing.