Pebb’s Files feature gives every Space a simple place to store, organize, and share files with the right people. It works like a lightweight team drive inside Pebb, helping companies keep documents, PDFs, images, spreadsheets, HR files, marketing materials, guides, and shared resources organized in one place.

Files are available on both web and mobile, so employees can open documents, upload files, browse folders, and access important materials directly from the Pebb mobile app.

Like many Pebb features, Files live inside a Space. That means every branch, department, team, project, or location can have its own file area. A company can create one Files area for the New York store, another for the Boston branch, another for Housekeeping, another for Construction Site A, and another Space for Everyone with company-wide files.

This gives teams a Google Drive-like experience, but inside the same employee app they already use for chat, shifts, clock-in, forms, wiki, tasks, events, and updates.

Files are used to store and share documents with the people who need them.

Instead of sending files again and again through chat, email, WhatsApp, or personal drives, teams can upload files to the right Space and keep them organized in folders.

Teams use Files for:

HR documents
Company files
PDFs
Spreadsheets
Training documents
Marketing materials
Customer documents
Employee handbooks
Guides
Policies
Photos
Forms
Reports
Meeting summaries
Operational documents
Restaurant menus
Hotel floor plans
Construction documents
Warehouse inventory sheets
Retail store materials
Branch-specific files
Team resources

The goal is simple: when someone needs a file, they should know where to find it.

Files are a Space feature.

A Space is a dedicated area in Pebb for a specific group of people. It can represent a branch, department, team, location, project, job site, or company-wide group.

Because Files live inside Spaces, each group can manage its own file library.

For example:

A retail company can create a Space for each store and store local documents, schedules, product guides, and branch files.

A restaurant can create a Kitchen Space with menus, recipes, food safety documents, and supplier lists.

A hotel can create Spaces for Front Desk, Housekeeping, Maintenance, and Everyone, each with its own documents.

A construction company can create a Space per job site and store drawings, safety files, site documents, and reports.

A warehouse can create a Space for operations and upload inventory spreadsheets, loading documents, and equipment guides.

The Everyone Space can be used for company-wide documents like HR files, policies, training files, and employee guides.

This keeps files relevant and prevents one huge messy folder where everyone has to search through everything.

The main Files screen shows the file library for the selected Space.

The screen includes:

Search files
Refresh button
Item count
Main Folder
Create Folder button
Upload File button
Folder list
File list
Three-dot menu
Folder descriptions
File names

The Search files field lets users search inside the current folder.

For example, the search bar may say:

“Search files in Main Folder”

Employees can search for file names, folders, or documents inside that folder.

Example searches:

HR
Policy
Meeting
Payroll
Schedule
Menu
Checklist
Customer
Invoice
Safety
Training
PDF
Excel

This is helpful when the Space has many files and folders.

The refresh icon reloads the file list.

Use it when a file was uploaded, renamed, moved, deleted, or changed and you want to see the latest version.

The item count shows how many items are inside the current folder.

For example:

3 items

Items can include folders and files.

The Main Folder is the top-level folder for the Space.

This is the starting point for the Space’s file area.

Inside the Main Folder, teams can create folders, upload files, and organize documents by category.

Folders help organize files into clear sections.

In the screenshot, the Main Folder includes folders such as:

company HR files
Everything HR

general
From marketing materials to guides and customer Excel files

Folders can be used to group files by department, topic, location, project, or purpose.

The folder name should clearly explain what is inside.

Examples:

Company HR Files
General
Marketing Materials
Customer Documents
Training Files
Restaurant Menus
Housekeeping Standards
Safety Documents
Construction Plans
Payroll Files
Store Operations
Maintenance Documents
Employee Documents
Supplier Files
Meeting Notes

A folder can include a short description.

Examples:

Everything HR
From marketing materials to guides and customer Excel files
Safety documents for this job site
Training files for new employees
All store operation documents
Photos and documents for this project

Descriptions help employees know where to click and what belongs inside each folder.

The Create Folder button lets authorized users create a new folder inside the current location.

Use folders when a Space needs structure.

For example, inside the Everyone Space, a company may create:

HR Files
Company Policies
Training Materials
Payroll
Brand Assets
Reports

Inside a Construction Site Space, the team may create:

Safety
Plans
Daily Reports
Equipment
Photos
Subcontractors

Inside a Hotel Space, the team may create:

Front Desk
Housekeeping
Maintenance
Guest Services
HR

Each folder has a three-dot menu.

This menu can include folder actions depending on permissions, such as editing, renaming, deleting, or managing the folder.

Admins can use this menu to keep the file structure clean.

Files appear in the folder list along with folders.

In the screenshot, one uploaded file is:

Company-meeting-summery.pdf

A file can be a PDF, spreadsheet, document, image, or other supported file type.

The file name should be clear and easy to search.

Good examples:

Company-meeting-summary.pdf
Employee-handbook.pdf
April-sales-report.xlsx
Safety-checklist.pdf
Restaurant-menu.pdf
Hotel-room-standards.pdf
Construction-site-map.pdf
Payroll-instructions.pdf
Customer-list.xlsx
Opening-checklist.pdf

Clear file names make search easier and prevent confusion.

The Upload File button lets authorized users add a file to the current folder.

Employees and managers can upload useful files directly into the Space.

Examples:

Upload a PDF policy into the HR folder.

Upload a spreadsheet into the General folder.

Upload a safety file into a Construction Site Space.

Upload a menu PDF into a Restaurant Space.

Upload a room checklist into a Hotel Housekeeping Space.

Upload marketing materials into the Marketing folder.

Each file has a three-dot menu.

Depending on permissions, this menu may include actions such as editing, renaming, deleting, moving, copying, or managing the file.

This helps admins and managers keep files organized after upload.

Pebb Files can be used like a simple internal drive for each Space.

This is useful because teams often need shared file storage, but not every employee needs a full external drive account or complicated folder permissions.

With Pebb, the file structure follows the Space structure.

That means:

The New York store sees New York store files.

The Boston branch sees Boston branch files.

The Housekeeping team sees Housekeeping files.

The Construction Site A team sees Site A files.

Everyone can see company-wide files inside the Everyone Space.

This keeps file access easy to understand.

Files are available on the Pebb mobile app.

Employees can access folders and files directly from their phone.

This is especially useful for frontline teams that do not work from a desk.

Examples:

A retail employee opens a product guide from their phone.

A restaurant worker checks the latest menu PDF before service.

A hotel housekeeper opens a room standards document on mobile.

A construction worker opens a site safety PDF from the job site.

A warehouse employee opens an inventory spreadsheet from the warehouse floor.

A manager uploads a file from their phone while away from the office.

Mobile access is important because many employees need documents while they are working, not later when they get back to a computer.

Pebb allows admins to control who can upload and modify files inside each Space.

Inside Space settings, admins can enable Files and configure permissions.

The Files toggle turns the Files feature on or off inside the Space.

The feature description says:

“Share files and documents with full control”

When enabled, the Space can use folders and file sharing.

When enabled, Pebb uses the Space’s default permissions.

When disabled, admins can customize file permissions.

Controls who can upload files into the Space.

Available options can include:

Everyone
Admins & Managers
Admins Only

In the screenshot, Upload files is set to Everyone.

This means all Space members can upload files, depending on the Space setup.

This can be useful in collaborative teams where employees need to share documents, photos, reports, or resources.

For example:

A construction worker uploads a site photo.

A restaurant manager uploads a new menu.

A hotel maintenance employee uploads a repair document.

A retail manager uploads a display guide.

Controls who can change, edit, move, rename, or delete files.

In the screenshot, Modify files is set to Admins Only.

This is useful because file libraries can get messy quickly if everyone can change or delete files.

A common setup is:

Everyone can upload files
Admins only can modify files

This lets employees contribute while keeping the structure protected.

A company can create a folder called Company HR Files for important employee documents.

Examples:

Employee handbook
Payroll instructions
Benefits documents
Tax forms
PTO policy
Onboarding files
Training documents
Compliance files

This helps employees find HR documents without asking managers every time.

A company can create a General folder for shared resources.

Examples:

Marketing materials
Customer spreadsheets
Internal guides
Meeting summaries
Company templates
Team resources
Presentations
Reports

This is useful for files that do not belong to one specific department.

Retail stores can use Files for product guides, sale instructions, store policies, visual merchandising materials, and local branch documents.

Example:

A manager uploads a holiday sale guide to the NY Store Space so employees can access it from mobile during the sale week.

Restaurants can use Files for menus, recipes, food safety documents, cleaning procedures, supplier lists, and training files.

Example:

The kitchen manager uploads the updated menu PDF and food allergen guide into the Kitchen Space.

Employees can open it from their phones before service.

Hotels can use Files for department guides, room standards, guest service documents, maintenance instructions, floor plans, and HR files.

Example:

The housekeeping manager uploads a PDF with room cleaning standards into the Housekeeping Space.

New employees can open the document from mobile while training.

Construction companies can use Files for job site documents, safety PDFs, plans, permits, inspection reports, equipment documents, and site photos.

Example:

A site manager uploads the latest safety document to the Construction Site A Space.

Workers can access it from their phones before starting the day.

Warehouses can use Files for inventory spreadsheets, loading documents, equipment manuals, safety procedures, and shift handover files.

Example:

A warehouse manager uploads a weekly inventory spreadsheet to the Operations Space.

Team members can view the file from mobile or web.

Office teams can use Files for meeting summaries, templates, marketing materials, customer documents, reports, and team resources.

Example:

A manager uploads Company-meeting-summary.pdf after a team meeting so everyone can review the decisions later.

Create folders before uploading many files.

Use clear folder names that match how employees think.

Keep company-wide files in the Everyone Space.

Keep branch-specific files in branch Spaces.

Keep department files inside department Spaces.

Use short descriptions for folders so employees know what belongs inside.

Name files clearly before uploading them.

Avoid uploading duplicate versions of the same file when possible.

Use permissions to control who can modify or delete files.

Allow everyone to upload only if the team needs open collaboration.

Limit modify permissions to admins if the file library should stay clean.

Encourage employees to use search instead of asking managers for common documents.

Use the mobile app so frontline teams can access documents during the workday.

Files and Knowledge Library are related, but they are not the same.

Files are best for storing documents, PDFs, spreadsheets, images, and uploaded resources.

Knowledge Library is best for written guides, policies, onboarding pages, procedures, and structured internal knowledge.

For example:

Upload a PDF employee handbook to Files.

Create an “Attendance & Punctuality” policy article in the Knowledge Library.

Upload a spreadsheet of inventory items to Files.

Create a “How to complete inventory count” guide in the Knowledge Library.

Upload a safety PDF to Files.

Create a “Site Safety Rules” document in the Knowledge Library.

Used together, Files and Knowledge Library give teams both file storage and readable knowledge articles inside Pebb.

Files in Pebb give every Space a simple, organized place to store and share documents.

Managers can create folders, upload files, organize resources, control permissions, and keep documents connected to the right team or location.

Employees can search, open, and access files from web or mobile without needing another tool.

Because Files live inside Spaces, each branch, department, team, or job site can have its own file area, while company-wide files can live in the Everyone Space.

For frontline and office teams, Pebb Files helps replace scattered attachments, personal drives, and repeated document requests with one clear place for shared files.