Drive

Every page in Sway carries a Drive: a place to keep the files that belong to it. Contracts, stage plans, invoices, press photos, the poster in three formats, the recording of last month's set — whatever the people running the page have to find again.

It is a filing cabinet, not a file system. Files, folders up to three levels deep, and one storage figure shared with the rest of the page. The screen is not public: a Drive is only reachable by the people on the page's team who have been given the permission. A file's own link, once somebody copies it, is another matter — see Download, or share a link.

All five kinds of page have one: promoter, artist, venue, event and crew.

Open the Drive

1. Open Backstage, then click the page — or the event.
2. Click Drive under General in the left sidebar.

The screen opens on All files: the storage bar at the top, the toolbar under it with Upload files and New folder, then the folders and files at the root.

What each plan allows

Storage is counted per page, and it is the same allowance the press kits already spend from. A page holding a 4 GB press kit has 6 GB of Drive left on Starter, not 10.

The bar at the top of the screen reads 1.4 GB / 10 GB. It turns amber past 80 % and red once the page is over — which can happen without you uploading anything, by moving to a smaller plan. Over quota, uploading stops; renaming, moving, downloading and deleting all keep working, which is what lets you get back under it.

An event draws on its organiser's storage

Storage is sold per page, and an event is not a page — it is something a page runs. So an event's Drive spends the promoter's allowance, not one of its own. A venue-run night with no promoter attached spends the venue's.

An event attached to neither cannot store anything, and greys out Upload files rather than failing at the end of an upload. Attach it to a promoter or a venue in the event's Settings and the Drive works immediately.

Add files

Drop them anywhere on the file list, or click Upload files and pick them.

• Three at a time. A batch of twenty uploads three, then the next three. The tray above the toolbar lists every file with its own progress.
• The whole batch is measured first. If ten files together would go past what is left, none of them start — you are told before the first byte rather than at file seven.
• Files over 20 MB go straight to storage, bypassing the web app entirely. This is what makes a 2 GB video possible; it also means the progress bar for a big file is the real one.
• Cancel stops everything still queued or in flight. Files already finished stay.

Uploads land in the folder you are looking at. There is no move-on-upload step: open the folder first, then drop.

What cannot be stored

HTML files are refused — .html, .htm, .xhtml. They would be served from a Sway address, and a web page hosted under our name that we did not write is worth refusing even though it cannot reach your account.

Everything else is accepted: documents, spreadsheets, PDFs, images, audio, video, archives. SVG logos are cleaned of anything executable on the way in, the same way press-kit logos are.

Images, video and audio open in a viewer. Click the thumbnail and the file fills the screen. The left and right arrows walk the other images, videos and audio of the list you are looking at, Escape closes it, and the bar underneath carries the name, the position in the list, Download and Copy link. A search narrows the viewer the same way it narrows the grid.

Everything else, a PDF included, downloads when you click it rather than opening in the browser.

Download, or share a link

Two buttons sit on every file card, and View files is enough for both:

• Download opens the file at its own address.
• Copy link puts that same address on your clipboard, and the button turns into a tick. Nothing is sent anywhere — you paste it yourself, into an email, a message, a contract.

Sort with folders

New folder sits at the right of the search row. Name it, and it is created inside the folder you are looking at.

• Three levels, no more. Contracts / 2026 / Signed is as deep as it goes. The button greys out at the bottom level.
• 100 folders per page, 50 inside any one folder. Past that the answer is search, not another folder.
• Names are unique within a level, ignoring case. Two folders called Contracts side by side is a filing system that has already failed.
• / and \ are refused in a name rather than quietly replaced, because in every file manager the reader has used they mean "one level down".

Click a folder to open it. The path above the list — All files / Contracts / 2026 — walks back up; every part of it is a link.

Rename, move, delete

Rename, Move and Delete sit in the ⋮ menu of a folder tile and of a file card; a file card also keeps Download and Copy link one click away beside it. Renaming, moving and creating a folder each open a panel from the right.

Move opens a list of every folder that can take the item. A folder cannot be moved inside itself or inside anything under it, and a destination already at the bottom level cannot take a folder — neither is offered.

Deleting a folder that is not empty asks which you meant:

• Delete, keep the files — the folder goes, its files move up to All files. Nothing is lost and no storage is freed.
• Delete everything — the folder, everything under it, and every file inside. The space goes back to the plan immediately.

Deleting a file frees its space immediately as well. There is no bin: a deleted file is gone.

Search

The search box looks through the whole Drive, not the folder you are standing in. Someone typing a name is looking for a file, and the one place they have already looked is the folder they are in.

Each result says which folder it lives in. Clearing the search puts you back where you were.

A crew sees its pages' Drives too

A crew is the one Drive that is also a container.

It keeps files of its own — the agency's contract templates, its insurance, the things that belong to no single artist — and above the list it shows one shelf per page the crew runs: Crew files, then each artist, venue or promoter.

Click a shelf and you are in that page's Drive, with its own folders, its own files and its own storage allowance. A crew with a 20 GB plan and four artists has five separate allowances, not one pooled 20 GB. The note under the switcher says whose storage you are spending.

Only the pages you may open appear. A crew member assigned to two artists sees two shelves; the crew owner sees all of them. The shelf list is not a shortcut around a page's permissions — it is built from them.

Who can open it

Two permissions, granted per page on the Team screen (and per role, for a crew):

They are deliberately separate. A booking agent who has to read the technical rider should not also be able to delete the contract sitting beside it.

Someone with neither gets the screen's refusal, and the sidebar row is greyed out before they reach it.

What the Drive is not

• Press kits keep their own assets. A press kit is a page you send out; the Drive is storage you keep. They share the storage figure and nothing else.
• The event gallery is the public album under an event, filled from the mobile app. A Drive is never listed publicly, but a file's link works for whoever holds it.
• A page's cover image is set in Settings, not here.

Related: Your plan · Team and permissions · Press kits · Crews