Overview
The Gallery module in ERP SchoolAura allows school administrators and staff to upload, organise, and manage photos and videos. Media can be grouped into albums, activated for the school website, or moved between folders whenever required.
Key Features
Create albums to group and organise images by event, category, or year.
Upload image files directly or add YouTube video links.
Search for albums and media using keywords.
Edit, move, or delete albums and uploaded files.
Activate albums for display on the public school website.
Create Album
Group images into named folders/albums.
Upload File
Upload images or link YouTube videos.
Search
Find gallery items quickly using keywords.
Delete / Edit / Move
Manage and organise albums and images.
Activate for Website
Publish albums to the public school website.
Accessing the Gallery
Follow the steps below to open the Gallery module:
1
Go to erp.schoolaura.com and sign in with your credentials.
2
In the left-hand navigation menu, scroll down and click Gallery.
3
The Gallery page opens showing all uploaded images and albums. The total count appears in a badge next to the page title.
Creating an Album
Albums help organise images by event, category, or year.
Open Menu
Click the Create Album button in the top-right corner.
Enter Name
Type a clear album name such as Annual Sports Day 2026.
Submit
Click Submit to save or Cancel to close without saving.
Confirm
The new album appears as a folder tile in the gallery.
Tip - Use descriptive album names that include the event and year. Avoid using unnecessary special characters.
Uploading a File
You can upload image files directly or add a YouTube video link.
Open Upload
Click the Upload button in the top-right corner.
Select File
Drag files into the upload area or click Browse Files.
Website Flag (Optional)
Enable 'Is Active Website' to publish immediately.
YouTube URL (Optional)
Paste a YouTube video link instead of uploading a file.
Alternate Text (Optional)
Add image descriptions for accessibility purposes.
Submit
Click Submit to upload or Cancel to discard.
Supported Formats
PNG, JPG / JPEG, GIF, WEBP
Recommended File Size
Maximum 5 MB per file for best performance.
Managing Albums & Images
Each album tile contains a three-dot (•••), menu in the top-right corner.
Delete
Delete
Permanently removes the album and all its contents.Edit
Edit
Rename the album or update its details.Move
Move
Move the album into another folder.Moving an Album to Another Folder
When you select Move from the three-dot menu (•••), the Move dialog appears.
Open Menu
Click the three-dot menu on the album tile.
Select Move
Choose Move from the dropdown menu. The Move dialog opens, displaying the file name at the top
Browse Folders
View all available folders and item counts.
Select Destination
Choose the folder where the album should move.
Move Here
Click Move Here to confirm the transfer.
Activating an Album for the Website
Albums can be published to the public school website using the toggle switch.
Locate Album
Find the album tile you want to publish.
Toggle ON
Turn the switch ON (orange) to activate the album.
Confirm
A success message confirms the album is now live.
Toggle OFF
Turn the switch OFF (grey) to hide the album.
Important - Only albums with the toggle enabled will appear on the school's public website gallery.
Searching the Gallery
Click Search Bar
Click inside the 'Search by keyword' field.
Enter Keyword
Type an album name, date, or keyword.
Run Search
Click the search icon or press Enter.
View Results
Matching items remain visible in the gallery.
Clear Search
Use the refresh icon to reset the gallery view.
Tips & Best Practices
Create albums before uploading images to keep media organised.
Use descriptive album names including the event name and year.
Add Alternate Text to uploaded images for accessibility.
Only activate albums when they are ready for public viewing.
Use the Search feature instead of manually scrolling through all albums.
Use Move instead of deleting and re-uploading albums.
Delete outdated or test albums periodically to keep the gallery clean.
Troubleshooting
| Issue | Solution |
|---|---|
| Upload button not responding | Check your internet connection and verify the file size limit. |
| Image not visible after upload | Refresh the gallery using the refresh icon. |
| Album not showing on website | Ensure the website toggle is turned ON. |
| Cannot find an album | Use the Search by keyword feature or check sub-folders. |
| Accidentally deleted an album | Contact the system administrator immediately. |