The video library
Uploading and processing videos, and the per-program access model — where an empty selection means everyone.
The video library is where you put technique breakdowns, curriculum videos, grading syllabuses and anything else you want families to be able to watch at home. Upload once; the right families see it in their own Content page.
Engage then Content is the screen. Owner and Admin only — instructors cannot reach it.
The part that surprises people is not the uploading. It is who ends up able to watch. Read Who can watch what before you upload your first restricted video.
Uploading
Upload Video takes you to a short form.
Title
Required, up to 200 characters. It is the only thing families have to recognise the video by, so lead with the technique or the belt: "Yellow belt — form 1, step by step".
Description
Optional, up to 2,000 characters. Shows under the player.
Programs
A checkbox per active program, labelled "Programs (leave unchecked for all students)". This is the access control. Leaving every box unchecked is not "no access" — it is "everyone".
Featured video
Optional. Puts it on the dashboard rail. At most five videos can be featured at a time; the sixth is refused.
Video file
Pick the file and press Upload Video. A progress bar runs while the file goes up. Leave the tab open — closing it mid-upload abandons the upload.
When it finishes you get "Upload Complete — your video has been uploaded and is now being processed."
Processing, and the five statuses
Uploading is not the same as being watchable. The file goes to the video service, which transcodes it and generates a thumbnail; that takes a few minutes for a short clip and longer for a long one. Families see nothing until the status reaches Ready.
| Status | What it means |
|---|---|
| Waiting Upload | The record exists; the file has not arrived yet. |
| Processing | The file arrived and is being transcoded. Normal. Refresh in a few minutes. |
| Ready | Watchable. This is the only status families ever see. |
| Errored | The video service could not process the file. Delete it and upload again, ideally re-exported as a standard MP4. |
| Delete Failed | You pressed Delete and the video service refused. The row is deliberately kept so the video is not lost track of — press Delete again. |
The library does not refresh itself. Reload the page to see a status change.
Who can watch what
This is the whole model, in two rules:
- A video with no programs selected is visible to every member of your studio. The library shows its Programs column as All Programs.
- A video with one or more programs selected is visible only to a family who has a student actively enrolled in at least one of them.
Unchecked means everyone, not nobody
The single most common mistake is uploading a black-belt-only video and leaving the program boxes alone because it felt like the cautious choice. An empty selection is the permissive state. If a video should be restricted, you must tick the programs it belongs to.
Some consequences worth being precise about:
- "Enrolled" means an active enrollment. A student whose enrollment is set to Inactive or Suspended loses access to that program's videos immediately — the same moment they come off the attendance sheet. See Enrollments explained.
- A guardian sees the union of their children's programs. A parent with one child in Kids Karate and one in Adult BJJ can watch both programs' videos.
- A parent with no enrolled student sees only the unrestricted videos. So can anyone else with an account at your studio who is not staff — a guardian whose child left, for example.
- Staff see everything, restricted or not.
- Ticking several programs is an or, not an and: enrolment in any one of them is enough.
The same rule is applied on the family list page, on the individual video page, and on the dashboard rail — so there is no back door via a shared link. A family who is not entitled to a video gets a not-found page, not a locked one.
The library list
Each row shows the thumbnail, title, status, duration, the Programs column (program names, or All Programs), a star for featured, and Delete.
Three controls across the top:
- Search by title — filters in the browser.
- Program — narrows to videos granted to that program. Note that unrestricted videos always match, because they are granted to it.
- Status — all five values.
A counter underneath reads "Showing 4 of 12 videos".
Featured videos
The star toggles a video onto the dashboard rail, for staff and families alike. The cap is five. Families only see featured videos they are entitled to, and the cap is applied after that filter, so a restricted video never occupies a slot in a family's rail that they cannot use.
Deleting
Delete asks for confirmation, then removes the video from the video service and from the library. It cannot be undone and the file is gone — keep your original.
You cannot edit a video after uploading it
There is no Edit button on this screen, and no way to change a video's title, description or program access once it has been uploaded. The only fields you can change afterwards are the featured star and, by deleting it, its existence.
This matters most for access: if you upload a video with the wrong programs ticked, the only fix available today is to delete it and upload it again with the right ones. Get the programs right in the upload form.
There is also no way to play a video from this screen. The row is not clickable; the only in-app players are the family Content page and the dashboard rail.
What families see
Their Content page shows a grid of thumbnails — every Ready video they are entitled to, newest first, with the duration on the thumbnail. Tapping one opens the player with the description underneath. Featured videos also appear as a rail on their dashboard.
If they are entitled to nothing, the page reads "No content available yet." — the same message a studio with no videos shows. From the family's side those two situations are indistinguishable, so if a parent says the page is empty, check their student's enrollment status before you check your uploads.
Last reviewed