---
title: "Your media library: kinds, where it's used, and storage"
description: "The Media section of the dashboard lists every media your workspace holds, with its kind and where it is used. Filter by usage, replace a media's file without touching what uses it, delete what you no longer need, and keep an eye on storage."
canonical: "https://linkbreakers.com/help/article/your-media-library-kinds-where-its-used-and-storage"
last-updated: 2026-10-18
---

# Your media library: kinds, where it's used, and storage

> The Media section of the dashboard lists every media your workspace holds, with its kind and where it is used. Filter by usage, replace a media's file without touching what uses it, delete what you no longer need, and keep an eye on storage.

:::try-ai-prompt {"prompt":"Which media in my library is not used anywhere, and how much storage would I free by deleting it?","target":"assistant","description":"Ask the Assistant to go through your media library for you."}:::

## Short answer

The media library is where your workspace keeps every media it holds: QR code logos, page theme images and the PDFs, images and videos that [Open media steps](/help/article/how-to-share-media-from-a-qr-code) hand to visitors. Each media has a **kind** (image, PDF or video), read from its content. Nothing else is decided at upload: the same media can be used in many places at once, for example as a QR code logo and as a page theme badge.

The **Media** section of the dashboard lists it all and shows where each media is used under **Used as**. From there you can **Filter by usage**, **Replace file** to put a new version in place without touching what uses it, delete media, and watch a storage bar against your plan's allowance. A workspace holds each file once: uploading a file it already has reuses the existing media instead of storing a copy.

## Quick summary

- **Media** appears in the dashboard menu once the workspace has at least one media
- Every media has a kind: image (PNG, JPEG, WebP, SVG), PDF or MP4 video
- Media can be used as a QR code logo, a background cover, a badge, a footer logo or by an Open media step, and the same media can be used in several places at once
- Each media shows **Used as** chips (with a count per place) or **Not used**, and **Filter by usage** narrows the list to one place, to everything in use, or to what is not used
- Uploads go up to 10 MB for images, 25 MB for PDFs and 50 MB for MP4 videos; QR code logos and page theme images must be images of at most 3 MB
- A file the workspace already holds is never stored twice: the dashboard shows **Already in your media library** and uses the existing media
- **Replace file** swaps a media's file and keeps everything pointing at it: Open media steps and page theme images show the new file from the next visit
- Deleting media is refused while an Open media step or a page theme still shows it, and the message lists where. QR codes keep their own copy of their logo
- The storage bar shows the total size of the workspace's media against the plan's allowance; nothing is ever deleted automatically

## How it works

### Kinds

The kind is what the media is. Linkbreakers reads it from the content of the file you upload, not from its name, so a renamed file cannot pass for something else.

| Kind | Formats | Largest upload |
|---|---|---|
| Image | PNG, JPEG, WebP, SVG | 10 MB |
| PDF | PDF | 25 MB |
| Video | MP4 | 50 MB |

### Where media can be used

Media is not tied to one purpose when it is uploaded. Each place that uses media checks that it fits:

| Place | Accepted | Largest size |
|---|---|---|
| QR code logo | Images | 3 MB |
| Background cover (page theme) | Images | 3 MB |
| Badge (page theme) | Images | 3 MB |
| Footer logo (page theme) | Images | 3 MB |
| Open media | Images, PDF, MP4 | Images 10 MB, PDF 25 MB, MP4 50 MB |

A 2 MB PNG can be your QR code logo, the badge of a page theme and the image an Open media step hands to visitors, all at once, while taking storage only once. A 6 MB image can be opened by an Open media step but cannot be a QR code logo.

You can upload from the [QR code design](/help/article/whats-a-qr-code-design) editor, the [page theme](/help/article/whats-a-page-theme) editor, an Open media step, the Media section or [a conversation with the Assistant](/help/article/give-the-assistant-your-files). Whichever way it arrives, it lands in the same library and can be picked anywhere it fits. Each picker lists all compatible media, with the media uploaded from that section first.

### One copy of each file

A workspace holds each file once. Linkbreakers recognises a file by its content, so the same PDF uploaded under another name is still the same file.

When you upload a file the library already has, nothing new is stored and nothing counts twice toward storage:

- In a picker (a QR code logo, a page theme image, an Open media step), the dashboard reads **Already in your media library** and selects the existing media for you
- On the Media page, it shows the media you already have
- The Assistant uses the existing media and carries on

### Used as

The Media section shows, for each media, where it is used right now:

- **Used as** chips list the places, with a count for each: QR code logo, Background cover, Badge, Footer logo, Open media. For example, "QR code logo (3)" and "Open media (1)"
- **Not used** means nothing uses the media any more, so deleting it frees space without changing anything else

This is worked out from where the media is actually used, not from where it was uploaded. A logo picked from the library in a QR code design counts as a QR code logo use. Open a media's **Used as** to see the links and templates behind each chip.

### Replacing a media's file

**Replace file** puts a new file in place of a media's current one. The media keeps its identity, so everything that points at it follows:

| Use | After the replacement |
|---|---|
| Open media step | Hands out the new file from the next scan |
| Background cover, badge, footer logo (page theme) | Shows the new image from the next visit |
| QR code logo | Keeps its current logo, and is no longer linked to this media |

QR codes keep their own copy of their logo, because a printed QR code should never change by surprise. If you want the new image as a QR code logo, pick it again in the QR code design.

Before anything changes, the replace window lists every use that will show the new file and every QR code that will keep its logo. The replacement is refused when a use cannot take the new file: a background cover, a badge or a footer logo must be an image of at most 3 MB, so a PDF cannot replace an image used as a cover. The refusal names each use and the reason, and the media keeps its current file. Media that only Open media steps use can change kind, a PDF for an MP4 video for example.

The media takes the new file's name. The old file is deleted once the new one is in place, and only the difference in size counts toward storage.

### Deleting media

Deleting media frees its storage at once, and it cannot be undone. What happens depends on where it is used:

| Use | Deleting the media |
|---|---|
| Open media step | Refused while the step opens it |
| Background cover, badge, footer logo (page theme) | Refused while the theme shows it |
| QR code logo | Allowed: the QR code keeps its own copy of the logo, and its link to the media is cleared |

A refused deletion lists the links and page theme templates that still use the media. Point those Open media steps at other media, or remove the image from those themes, then delete it.

### Storage per plan

Storage is the total size of all the media in the workspace at once. It is a standing total, not a monthly allowance: it does not reset, and deleting media gives its space back straight away.

| Plan | Media storage |
|---|---|
| Free | 25 MB |
| Light | 500 MB |
| Pro | 10 GB |
| Enterprise | Custom, set per contract |

The same numbers are on the [pricing page](/pricing). An upload that would take the workspace over its allowance is refused, and the message shows how much is used and how much the plan allows. Media already stored is never removed to make room.

The QR code images Linkbreakers generates for your links are not part of the library and never count toward storage.

## Step-by-step

### Open the media library

1. Upload your first media, for example a logo in a QR code design or a PDF in an Open media step
2. **Media** now appears in the dashboard menu. Open it to see all the media in the workspace

### Find media

1. Open **Filter by usage** and pick a place, for example **Open media** or **QR code logo**, to see only the media used there
2. Pick **In use** for everything something uses, or **Not used** for what nothing uses any more, which is what you can delete to free space
3. Each media carries a label with its kind (image, PDF or video). Open it to view it

### Upload media

1. Click **Upload media**, or drag files from your computer onto the Media section
2. Each upload is checked for its real format and its size: up to 10 MB for images, 25 MB for PDFs and 50 MB for MP4 videos
3. Once the upload finishes, it is listed under **Your media** and can be picked anywhere it fits. A file the library already has is not stored again: the existing media is shown instead

### Replace a media's file

1. On the Media page, open the media's actions menu and choose **Replace file**
2. Choose the new file from your computer
3. Read what changes: the uses that will show the new file, and the QR codes that will keep their logo
4. Click **Replace**. The next scan or visit shows the new file

### Delete media and free space

1. Open the media's actions menu and choose **Delete**
2. The confirmation shows where the media is used. If an Open media step or a page theme still uses it, point them at other media first
3. The storage bar goes down at once

## Frequently asked questions

### Why don't I see Media in the dashboard menu?

The section appears once the workspace has at least one media. Upload a QR code logo, a page theme image or media in an Open media step, and it shows up.

### Can I use the same image in several places?

Yes. Pick it from the library wherever it fits: as a QR code logo, a page theme image and in an Open media step at the same time. It counts toward storage once, and **Used as** shows every place it is used.

### Why does my upload say "Already in your media library"?

The workspace already holds that exact file, perhaps under another name. Linkbreakers uses the media you already have instead of storing a second copy, so nothing extra counts toward storage.

### How do I update a PDF without breaking my QR code?

Use **Replace file** on the Media page. The media keeps pointing to the same place, so every Open media step that opens it hands out the new PDF from the next scan. The QR code and the link never change. See [how to keep a QR code's PDF up to date every week](/help/article/how-to-keep-a-qr-codes-pdf-up-to-date-every-week).

### Why did my QR code logo not change when I replaced the image?

QR codes keep their own copy of their logo, so a replacement never changes a QR code that may already be printed. The QR code is unlinked from the media and keeps its current logo. Pick the new image in the QR code design if you want it there.

### Why was my replacement refused?

A place that uses the media cannot take the new file. A background cover, badge or footer logo must be an image of at most 3 MB. The refusal lists each use and the reason. Choose another file, or point those uses at other media first.

### Why can't I delete this media?

An Open media step still opens it, or a page theme still shows it as its background cover, badge or footer logo. The message lists where. Point those at other media, then delete it.

### Why is my image missing from the QR code logo picker?

The picker only lists media that fits there. QR code logos and page theme images must be images of at most 3 MB, so PDFs, videos and larger images are left out.

### What happens when my storage is full?

New uploads are refused with a message showing how much storage is used. Nothing you already stored is deleted. Delete media you no longer need, or move to a plan with more storage.

### Do the QR codes I download count toward storage?

No. QR code images generated by Linkbreakers are not stored in the media library and do not count.

### Does an Enterprise workspace have a storage limit?

Enterprise storage is set per contract. Talk to your account contact to change it.

## For developers

Everything on this page is available through the API and the MCP server: inline and direct uploads, imports from a URL, replacing a media's file, and deletion. See [manage media through the API and MCP](/help/article/manage-media-through-the-api-and-mcp).

## Limits and caveats

- Accepted images are PNG, JPEG, WebP and SVG; documents are PDF and videos are MP4
- Uploads go up to 10 MB for images, 25 MB for PDFs and 50 MB for MP4 videos
- QR code logos, background covers, badges and footer logos must be images of at most 3 MB
- A workspace holds each file once; uploading it again reuses the existing media
- **Replace file** is on the Media page; the old file is deleted once the new one is in place
- Storage is a total across the workspace and does not reset each month
- Media used by an Open media step or a page theme cannot be deleted until nothing shows it; QR codes keep their own copy of a logo
- See [what happens when you reach your plan limits](/help/article/what-happens-when-you-reach-your-linkbreakers-plan-limits) for how other limits behave

## Last reviewed

2026-10-18