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 determined by your paid seats:
- 20 GB free base — every workspace starts here, regardless of plan.
- +100 GB per Pro seat — added to the shared pool.
- +500 GB per Max seat — added to the shared pool.
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 via OnlyOffice), 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-seat 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:
- Navigate to the Trash section in the Drive sidebar.
- Review the items in the Trash.
- 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Remove Duplicate or Outdated Files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, you have two options:
Add paid seats (cheapest per GB)
The cheapest way to grow your pool is to add more paid seats — each Pro seat adds 100 GB and each Max seat adds 500 GB to the shared pool. If you are already paying for collaboration, you are also paying for storage, so adding a seat is almost always better value than buying flat overage.
Pay flat storage overage
If you need more space without expanding the team, Copera bills overage at a flat rate on every plan:
| Workspace size | Overage rate |
|---|---|
| Under 100 users | $0.25/GB |
| 100+ users | $0.50/GB |
Overage is pay-as-you-go — you only pay for what you use beyond the pooled capacity, with no plan discount required.
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.
- Grow through paid seats first — adding a Pro or Max seat is cheaper per GB than buying flat overage, and you gain AI credits, inbox channels, and a collaborator at the same time.