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Key concepts
Upload zones, shared galleries, workspaces, and admin workspace: the four terms customers mix up, explained side by side.
Clipido uses a few terms that sound alike but mean different things: "upload zones", "shared galleries", and "workspaces". A fourth term, "admin workspace", adds to the confusion because it sounds like the workspaces you create for others, but it isn't one. Here's what each one actually is, side by side, and how to tell them apart.
| Upload zone | Shared gallery | Workspace | Admin workspace | |
|---|---|---|---|---|
| "What it's for" | Collecting files from people | A link to view and download a selection | Ongoing access for a team, client, or partner | Your own team's home base |
| "Who uses it" | Anyone you invite to submit files | Anyone with the link | A specific team, client, or partner | Your organization's Clipido admins |
| Can people upload here? | Yes: that's its only purpose | No: view and download only | Optional, if you turn it on | Yes: this is where uploads are managed |
| Who can open it | Always requires sign-in | Always public | Your choice: public, private, or sign-in required | Your organization's admins only |
Upload zones: where files enter Clipido
Every file that ends up in Clipido arrives through an upload zone: there's no other way to get files in. Your team already has a default upload zone it uses automatically when uploading through Media. You can also create additional upload zones to collect files from people outside your team, such as event photographers, contributors, or partners.
Upload zones always require the uploader to sign in. They can't be made public, since Clipido needs to know who a file came from. Depending on how the upload zone is set up, submitted files either appear right away or wait for an admin to review and approve them first.
Shared galleries: a link for viewing and downloading a selection
A shared gallery is a public link you create to let anyone view and download a specific selection of files, for a press kit, a one-off client delivery, or a public campaign. Shared galleries are always public: they can't be restricted to specific people or protected with a sign-in requirement. If you need to control exactly who can open the link, use a workspace instead.
You'll find shared galleries under Sharing → Galleries.
Workspaces: ongoing access for a team, client, or partner
A workspace is for people who need continued access, not just a one-time link: a partner agency, a client relationship, or a team that comes back regularly. Unlike a shared gallery, you choose how a workspace can be opened: public, private, or sign-in required. You can also optionally let people upload files into a workspace, and optionally let them review and approve uploads themselves.
What shows up inside a workspace can be a fixed selection you choose by hand, or a section that updates automatically as new matching files come in.
You'll find workspaces under Sharing → Workspaces.
Admin workspace: where you manage everything
This is different from the workspaces above. It isn't something you create or share. It's simply the label for your own team's home base inside Clipido: your full media library, your upload zones, your sharing settings, and everything else your team manages day to day. You'll see "Admin workspace" in the workspace switcher at the top of the screen, alongside any workspaces you've created for others.
Note
If you're looking at the workspace switcher and see "Admin workspace" next to a workspace you created for a client or partner, that's expected. They're two different things that happen to share a similar name.
How they connect
Files follow a simple path: they arrive through an upload zone, get approved if review is turned on, and land in your Media library, your team's full, working collection. Media itself isn't something you hand out a link to. Instead, when you create a shared gallery or a workspace, you're choosing which part of your Media library, or which upload zone, that link or portal shows.
Which one do I need?
- Need to collect files from people outside your team? Use an "upload zone".
- Sending a one-off selection to someone external, with no sign-in needed? Use a "shared gallery".
- Someone needs repeated access over time, for a client, a partner, or a team? Use a workspace.
- Managing your own organization's full library? That's your admin workspace. You're already there.