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File Library


File Library

The File Library is a place to store documents, images and other professional content that you would like to share with your clients. The

file library

File Library is located under

your messaging

the Messaging tab and it allows you to add files and folders to your account that you can

in turn

use in your email templates through TimeTap.  


Page will Feature: AnchorHow to Add a New File to Your File LibraryHow to Add a New File to Your File Library

help docs covers:

Table of Contents

How to Add a New

File to Your


In order to add a new file to your file library you will go to

Go to the Messaging tab and

click on

select File Library

. On this screen you will be prompted to add a file/folder to your File Library. 

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Once you have clicked the +

from the dropdown menu. Select the Add File/Folder button


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A window will

pop up asking you to choose a

appear where you can choose the file(s)

. On this screen you will first click

you wish to upload. Use the Choose Files button to browse your computer and select the file(s) you are wanting to add to your File Library.

Secondly, when you are done selecting the file(s) from your computer you will then click the green Add File button to add those files to your library.  Image Removed

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Once you have chosen the files you want to add to library

they will be listed and

, you are also given the option to

make the file public. By checking the Makes File(s) Public box, TimeTap will add a link

Make Files Public. Selecting the Makes Files Public checkbox will create a link to each file that you can use in your email templates and other documents. If you only want the file(s) to be available for

backoffice use do not check the box

Backoffice, then leave the Makes Files Public setting unchecked

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Lastly, when

When you are done selecting the file(s) from your computer

you will then click

, use the green Add


Files button to

add those files to your library

complete the upload process.  

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Now that

Once you have added files to your Library

you are given the opportunity to take the following actions

, the following Actions are available beside each file:

  1. Download

your file - by clicking the download icon you are able to view the file
  • Edit the name of your file (The file name will be what the client sees if you were to attach this file to an email)
  • Copy Link -
    1. - downloads a copy of the file to your computer

    2. Edit File Name - updates the current file name

    3. Copy Link - copies the public link for that file so that you can then paste it in an appointment template, invitation template or an email to a client 

      • The link icon will show next to the file(s) that you made public when you added them to the library.

    By clicking on the link icon you are copying the link to then paste in an appointment template, invitation template or an email to a client.  
  • Delete - by clicking the red trashcan you are removing that file permanently from your file library
  • AnchorHow to Add a New Folder to Your File LibraryHow to Add a New Folder to Your
      • If this icon is missing, then you’ll need to delete and re-upload that file with the Make Files Public checkbox selected.

    1. Delete - removes that file permanently from your File Library

    How to Add a New Folder

    to Your File Library

    Much like adding folders on your computer, adding a folder to your

    file library

    File Library is a way to organize and group together multiple files into one space. Similar to how


    you added a file,


    you can add a new folder

    you will click that green +

    by selecting the green Add File/Folder button and


    then selecting on the

    add new folder

    Add New Folder box. From there you will be prompted to

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    add a name for that folder.

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    Once you click the

    add folder

    Add Folder button, you will


    see the name of your folder listed in the File Library table with a folder icon next to it.

    Now that we have build a couple of folder we can start to organize our file library.

    Organizing Files and Folders

    By checking the boxes to the left of the file names

    the system will prompt a couple of actions for you to take,

    , you will be prompted with additional actions to Move to Folder, Delete (file or folder) or

    clear which will unselect

    Clear (unselects the boxes checked).

    In the example below we will follow the prompt Move to Folder.

    The blue Move to Folder button will


    initiate a pop-up window asking which folder you would like to move the files into.

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    pop up window labeled

    Update Files

    will have the two folders we created

    window will display your created folder to choose from.

    We will select the Folder TimeTap Help Guides to store these files and click update files

    Choose the desired folder and select Update Files

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    By clicking update files those two files we selected, Client Scheduler-timetap and TimeTap-backoffice, are now placed in the TimeTap Help Guides' folder as seen

    Those files will then be placed inside the selected folders, as shown below. 

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    You can hide or show the contents of each folder by clicking the blue minus sign ( - ) or the plus sign ( + )

    you can hide or show the contents of each folder.  anchor

    How to Add a File to an


    Messaging Template

    How to Add a File to an Appointment TemplateHow to Add a File to an Appointment Template
    Now that we have successfully added both files and folders to our file library it is time to put our files to use.



    files that


    were marked "Make File Public"


    , you are able to copy the link created and paste it within any of our appointment templates or email templates. 

    The first step will be

    To get the public link for that file, to go to Messaging > File Library

    > Expand the folder in which the file exists

    > click the link icon Image Modified

     and once that box says "linked copied" Go to

    . Once you see "Linked Copied!", you’re ready to paste that into your Appointment Templates. 

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    Now that we have copied the link for the New Client Questionnaire we are going to
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    To include this in one of your messaging templates, go to Messaging > Appointment Templates >


    View (next to the

    New appointment by Client. We have cloned

    template category you wish to edit). The example below uses a custom template in the New Appointment by Client

    template and tailored this template

    category which is tailored specifically for the


    Initial Appointment service, but the following instructions can be used to paste this link into any of your other appointment or invitation messaging templates.


    Click here for a


    refresher on how to clone appointment templates

    click here to view that documentation



    To add the copied link to the template

    we will click the edit

    , first select the Edit button in the


    Template section of the template profile: 

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    And we will pasted
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    Then paste the copied link in the


    proper section of the Body of the template. In this example

    I have hyperlinked the file into the

    , the file’s URL is hyperlinked to the text "clicking here".


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    Once you are done

    tailoring your appointment template you will click save. Now that

    editing the template, select Save to confirm those changes. Once it is saved, all clients who

    make an appointment for the service labeled Initial Appointment will receive this template with our New Client Questionnaire file added. 

    receive that messaging template going forward will have access to that file through the link that you’ve added to that message.