Storage Management

Every Copera workspace shares a single storage pool that any member can draw from. Understanding how the pool grows and keeping your usage under control ensures your team always has room for important files.

How the Storage Pool Works

Your workspace's storage pool is shared across all members — every upload counts toward the same pool, regardless of who uploaded it. The pool size is set by your storage tier:

• Free storage on every workspace — where every workspace starts, always.
• A monthly storage add-on — move up a tier whenever you need more room.

Only media counts toward the pool. Messages, documents, boards, and tasks stay unlimited.

Copera does not impose file-size limits, so a single large video or design file can go straight into Drive without hitting an arbitrary per-file cap. Each file's size is tracked the moment it is uploaded. When a file is edited (for example, an Office document saved in the browser), the storage usage is updated to reflect the new file size.

Checking Used Space

You can see your workspace's current storage usage from the Drive interface. The storage indicator shows:

• Used space -- The total size of all files currently stored in Drive.
• Pool capacity -- The total space available to your workspace (base + paid-Block contributions + any overage purchased).

If your workspace is approaching its capacity, the indicator will warn you so you can take action before uploads start failing.

Freeing Up Space

If your workspace is running low on storage, here are steps you can take to reclaim space:

Empty the Trash

Files in the Trash still count toward your storage pool. To free up space immediately:

1. Navigate to the Trash section in the Drive sidebar.
2. Review the items in the Trash.
3. Permanently delete items you no longer need.

When a file is permanently deleted, its size is subtracted from your workspace's used space. Trash items are automatically purged after 30 days, but you can delete them sooner to reclaim space right away.

Remove Duplicate or Outdated Files

Review your Drive for files that are no longer needed:

• Old versions of documents that have been replaced.
• Duplicate uploads.
• Temporary files or test assets.

Check Large Files

Sort your files by size to identify the largest items in your Drive. Removing even a few large files can significantly free up space.

Growing the Pool

When your team consistently needs more space, move up a storage tier.

Move up a storage tier

Storage is a monthly add-on, priced by tier. Larger tiers cost less per GB, so a team that keeps hitting the ceiling is usually better off one tier up than repeatedly clearing space. Current tiers and prices are shown in your workspace billing settings.

Storage is bought on its own. It does not require an AI usage plan, and it never changes what you pay for members, who stay unlimited and free.

File Ownership

Each file is associated with the member who uploaded it:

• The file owner is recorded for every uploaded item.
• Transferring file ownership does not change the amount of storage used — the file size still counts toward the workspace pool.
• When a member is removed from the workspace, their files remain in Drive and continue counting toward the pool. An administrator can manage or reassign these files.

Best Practices

• Regularly empty the Trash to keep storage usage accurate and lean.
• Use folders to organize so you can easily identify and remove outdated content.
• Monitor storage periodically to avoid unexpected upload failures when the pool is full.
• Coordinate with your team so large file uploads (such as videos or design assets) are planned and expected.
• Move up a tier before you run out — larger storage tiers cost less per GB, and uploads fail once the pool is full.