Upload content
Supported formats and sizes, the media library and its folders, storage per plan, and how files reach Instagram.
Upload files from the composer or from Content › Media library. They go into the workspace’s library, where everyone on the team can reuse them. Toolies checks every video when you upload it, so a file that Instagram would refuse is rejected right away instead of failing at publish time.
Supported files#
| Type | Formats | Limits |
|---|---|---|
| Video | MP4 or MOV, H.264 or HEVC | 3 seconds to 15 minutes, up to 4K (4096 px), 100 MB |
| Photo | JPEG, PNG or WebP | 100 MB |
For Reels, export in 9:16 vertical (1080 × 1920) with H.264. It’s the format Instagram shows best, and it uploads fastest.
Formats per post#
| Post | What it needs |
|---|---|
| Reel | Exactly one video |
| Photo | Exactly one image |
| Carousel | 2 to 10 items, photos and videos can be mixed |
Library and folders#
Content › Media library shows every file, newest first. It uses the same folders as your creators:
- Pick a folder to see only that group’s files. Files you upload while a folder is shown go straight into it.
- Tick files, then Move to folder to file them, or Delete to remove the ones no post uses.
- In the post editor, the library opens on the folder of the creator you’re posting for, and new uploads go into that folder.
Files are stored as uploaded#
Toolies keeps every file exactly as you upload it: photos and videos are never re-encoded or compressed, and a file already sent to Instagram is never changed.
- Export at the size Instagram needs (1080 × 1920 for Reels, at most 1920 px on the long side for photos) to make the most of your storage.
- The library shows each file’s size, plus the space used by the workspace.
Automatic clean-up after publication#
Once a file is on Instagram, Toolies doesn’t need it anymore. Published files leave the library 30 days after their last publication by default, so storage frees itself. Choose Right after publication to free space as soon as Instagram has the file.
- A file stays as long as any draft, scheduled or failed post still uses it, and files never published are never removed.
- Each file shows when it will be deleted. To keep one (an evergreen clip, a file you’ll repost), tick it and choose Keep.
- Owners and managers choose the delay at the bottom of Media library: right after publication, 7, 14, 30, 60 or 90 days, or Never.
Published posts stay on Instagram and in Toolies’s history; only the file in the library goes.
Storage#
- Storage depends on the plan: 2 GB on Free, 10 GB on Starter, 25 GB on Growth, 50 GB on Pro, 100 GB on Agency and 200 GB on Scale. See Plans & limits.
- As a guide, a 30-second Reel exported at 1080 × 1920 in H.264 takes about 10 to 20 MB, so 10 GB holds roughly 600 Reels.
- When the library is full, uploads pause until you delete files or upgrade. Nothing is ever deleted to make room.
- A file can’t be deleted while a post that isn’t cancelled uses it, including published posts. Cancel or remove those posts first.
- You can upload up to 20 files per hour, shared between the dashboard and AI assistants.
Import from a link#
AI assistants connected through MCP can add a file from a public HTTPS link (Dropbox, Google Drive with a direct link, your own storage). The same checks apply: supported type, 100 MB, and the video rules above. Private links, links that need a login and local network addresses are refused.
When files go to Instagram#
Toolies sends a file to Instagram’s publishing provider only when the post is about to publish. While Instagram processes a video the post shows Processing; this usually takes under a minute, longer for big files.