Manage storage space

Every photo and file in Crewtavo takes up room: plans, visit photos, receipts, résumés, what’s in the Trash. Settings → Storage shows how much room they take and who’s using it, and sets a limit so Crewtavo never runs out of room or runs up Railway’s bill by surprise. On Railway, Settings → Hosting also lets you move your files to a bucket, which costs a tenth as much.

See what’s using space

Open Settings → Storage. Owners see it, and so do admins whose role can change settings.

Storage at the top: how much your photos and files take up, against your limit, and how many files there are. The bar shows what’s In use and what’s In the Trash. Files in the Trash still take up room until they’re deleted for good. On Railway, it also shows whether files are on the Volume or in a Bucket, and what Railway charges a month for what’s stored now.
Who’s using it: what each person added that’s still in use, and their limit if they have one. Files nobody in particular added, like booking form uploads, are at the end.
By area: what each part of Crewtavo holds, such as Drive and plan files, Visit photos or Receipts.

Everyone who uses Drive also sees the company’s total under Drive’s title. See Keep every file in one place with Drive.

Set the company’s limit

Under Limit, choose one:

Default: a size Crewtavo picks for where your files are kept (see below). It’s the starting choice.
No limit: uploads are never turned away for space. Keep an eye on Railway’s bill, and on how full the volume is if your files are on one.
Custom: a size of your own, in GB.

Then choose Save limit. On Railway, the page says what storage would cost a month if files filled the limit you chose.

The default stops a little short of what Railway allows:

Where your files are	Default limit
On the storage volume (Railway)	90% of the volume’s size: 4.5 GB of the Hobby plan’s 5 GB volume. If you make the volume bigger in Railway, the default grows with it.
In a bucket, on Railway’s Hobby plan	900 GB. Hobby’s buckets hold 1 TB across your whole Railway workspace, so this leaves room for your other projects.
In a bucket, on Railway’s Pro plan	1 TB. Pro doesn’t cap buckets, so this is a safety net: 1 TB costs about $15 a month.
Not on Railway, or Railway not connected	No default limit. Choose Custom to set one.

A GB here is a billion bytes, the way Railway counts it.

Warnings before it’s full

When your files reach 80% and then 95% of the limit, owners and admins get a notification in the bell, an email and a push to their phone. They also get one when storage is full. Each warning is sent once. If use drops back under, because the Trash was emptied or the limit raised, it’s sent again the next time it’s reached.

To change how these reach you, go to Settings → Profile → Notifications. On Railway they’re under Railway; anywhere else, under Storage.

What happens when storage is full

Crewtavo checks each upload’s size before it’s stored. Once the limit is reached, it turns away new files in Drive and on plans, guide covers, résumés, chat pictures and equipment photos, including files copied from Google Drive. The person sees why, like “This 240 MB file doesn’t fit: 44.9 GB of the 45 GB storage limit is used.” Owners and admins also get an Open storage settings button.

Crews can always finish a job. These always go in, even when storage is full (they still count toward it):

visit photos, quote photos, ticket photos and Measure pictures
receipts and sub paperwork
files sent through a booking form or a one-time upload link
profile photos, your logo, letterheads, and package and price list pictures

To make room, raise the limit, or empty the Trash. Either one counts straight away.

Limits for people and roles

An owner can give a person a storage limit of their own, so one person can’t fill the company’s space.

Open Settings → Storage and find the person under Who’s using it.
Choose Set limit… (or Change…).
Choose Limit, type a size in GB, and choose Save.

To give everyone with a role the same limit, use By role further down. A person’s own limit wins over their role’s, and a custom role’s limit wins over its access level’s. Owners are never limited.

A person’s limit counts the files they added that aren’t in the Trash, so moving old files to the Trash frees up their room. It only turns away what they add to Drive and plans (Google Drive imports too) and guide covers. Everything else still goes in, as long as the company has room. Drive shows them how much of their own space they’ve used.

Move files to a bucket

On Railway, photos and files start on the storage service’s volume. A Railway storage bucket is a cheaper place to keep them. It costs a tenth as much for each GB, and it grows as it fills, so it never runs out of room. Installing Drive moves your files to a bucket for you. Otherwise, an owner or admin can do it any time:

Open Settings → Hosting and find Files storage. It says where your photos and files are now, with a Volume or Bucket tag.
Choose Move files to a bucket. Read what it does and costs, then choose Move files.

Crewtavo makes a bucket called files in your Railway project and copies every photo and file into it. It skips anything already there, then catches up on files added meanwhile. Once every file is there and checked, it switches storage over to the bucket and restarts it, which takes about a minute. Uploads pause for that minute and ask people to try again in a minute. Opening files keeps working. Then Crewtavo checks files open from the bucket.

Files storage shows each step and how many files are copied. You can leave the page: Crewtavo carries on by itself. If Crewtavo restarts partway, for an update say, the move carries on from where it was the next time an owner or admin opens Settings → Hosting.

Your volume isn’t touched. It keeps every file from before the move, so you can move back any time. Railway keeps charging for what’s on it, though. Once you’re sure you won’t move back, delete the volume in Railway to stop paying for it: open the storage service, then the volume, then Settings.

What a bucket costs

	Per GB a month
On the volume	$0.15
In a bucket	$0.015

Railway also counts files sent into a bucket as outbound traffic, at $0.05 per GB. So the move costs that once, for what you have now, and new uploads count the same way. For 4 GB of files, for example, the move costs about $0.20 once, and keeping them costs about $0.06 a month instead of $0.60. Before you start, the move’s dialog shows these figures for your own files. Once your files are in the bucket, Settings → Hosting adds it to the month. See What Railway costs.

Railway doesn’t back up buckets

Railway backs up volumes on its Pro plan, but it never backs up buckets. A file deleted from a bucket is gone for good. Crewtavo’s Trash keeps deleted files for 30 days, so mistakes can be undone. For anything you can’t lose, keep a copy of your own too. See Back up and export your data.

When Railway says no

Railway sometimes doesn’t let Crewtavo do a step itself, with a Railway sign-in that can’t change the project. Then Files storage lists the steps to do in Railway instead, like adding the files bucket or pasting the variables it shows (Copy the variables copies them). Choose Open Railway, do the steps, then come back and choose Carry on. Some steps Crewtavo notices on its own, and it carries on by itself.

With a project token, Railway doesn’t let Crewtavo make or read the bucket at all, and the move stops with Railway said: Bad Access. Choose Remove access at the bottom of Settings → Hosting, then Log in with Railway, and choose Try again. Logging in with Railway lets Crewtavo do every step itself. See Railway didn’t accept the sign-in.

Move back to the volume

In Settings → Hosting → Files storage, choose Move back to the volume.
Choose Move back.

Crewtavo switches storage back to the volume, which still has every file from before the move, and restarts it (about a minute). Then it copies back the files added since the move. Until each one is back, it doesn’t open. If the volume might be too small for them, the dialog says so: make it bigger in Railway first.

The bucket keeps its copy. Once you’re sure everything opens, delete the bucket in Railway to stop paying for it.