Insert media

Adding media to tasks

You can add pictures, videos, files, tables, and links into task descriptions in your templates. This gives clearer instructions and useful resources that help people complete tasks better.

Visual and multimedia elements improve task clarity and reduce the need for additional explanations.

What you need for adding media

• A template opened in edit mode
• The image, video, or file you want to add (if uploading)
• The web address (URL) if linking to online content

These requirements make sure you can successfully add media to task descriptions.

Types of media you can add

You can add these types of media to task descriptions for improved clarity and functionality:

Media Type	How it looks	Size Limit (if uploading)
Images	Shows the picture (JPG, PNG, GIF)	100MB
Files	Shows a link to download the file (Docs, PDFs, etc.)	100MB
Videos	Plays the video (uploaded or linked)	100MB
Links	Clickable web link	N/A
Tables	Organizes info in rows/columns	N/A
URLs	Shows as a clickable web link	N/A

Adding media to tasks

1. Open the template in Edit mode
2. Click on the task step where you want to add media
3. Click inside the description box where you want the media to appear
4. Click the Insert button in the editor toolbar above the description
5. Choose the type of media you want to add from the dropdown list

Follow the specific instructions below based on the media type you chose.

Instructions for each media type

Adding images

1. Choose Image from the Insert menu
2. Pick one:
   • Upload: Choose an image file from your computer
   • URL: Paste the web address of an image found online
3. (Optional but recommended) Add a short description of the image in the alt text box (helps people using screen readers)
4. Click Insert

Adding files

1. Choose File from the Insert menu
2. Click Upload and choose a file from your computer
3. Wait for it to upload
4. A link to download the file will appear in the description

Adding videos

1. Choose Video from the Insert menu
2. Pick one:
   • Upload: Choose a video file (MP4, WebM) from your computer (max 100MB)
   • URL: Paste a link from YouTube, Vimeo, or another video site
3. Click Insert

Best way to add videos

Uploading videos works, but it’s usually better to upload your video to a service like YouTube or Vimeo first. Then, paste the video’s web link (URL) into Tallyfy using the URL option above or the Embed URL option below. This usually gives better quality and playback.

Adding tables

1. Choose Table from the Insert menu
2. Select how many rows and columns you need
3. Click Insert
4. Click inside the table cells to type your information

Adding links

1. Choose Link from the Insert menu
2. Paste the web address you want to link to in the URL box
3. (Optional) Type the words you want the link to display in the Text to display box (e.g., “Click here for details”) - if you leave this blank, the full web address will show
4. Click Insert

Adding page breaks

If you’re editing a Document template, you can add a page break to control where a new page starts when printing or saving as PDF. This helps maintain professional document formatting and structure.

1. Click where you want the page break
2. Choose Page Break from the Insert menu
3. A line will appear showing the page break

Using Embed URL

This option lets you show a preview of content from many different websites directly in your task description. This gives a more interactive experience than simple links.

1. Choose Embed URL from the Insert menu
2. Paste the web address (URL) of the content (e.g., a YouTube video page, a Tweet, a Google Map)
3. Click Insert

What can you embed?

Tallyfy can embed content from hundreds of sites, including YouTube, Vimeo, Spotify, Instagram, Twitter, Google Maps, and more. This often looks better and works better than just uploading files.

Best practices for using media

• Use pictures to show steps that are hard to explain in words, improving comprehension
• Attach files that people need to reference to do the task, providing necessary resources
• Use videos to show how to do something, offering dynamic instruction
• Try to keep uploaded file sizes reasonable (under 20MB if possible) so they load faster for all users
• Always add alt text to images for people who can’t see them, ensuring accessibility
• Use tables to show data clearly, organizing information for easy consumption

These practices help your media improve rather than complicate task completion.

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