Media Management holds the hotel's photos and videos, which it uses in templates for offers, e-mails and guest pages. New photos and videos go into the library under Media Management › Insert photos or videos, and under Media Management › Photos and Videos they then appear in two lists, where they can be found, organised and edited. The menu item “Media Management” opens Photos and Videos directly on the “Photos” tab.
Example: Upload new hotel photos and assign them to an album
Open Media Management › Insert photos or videos. The “Upload photos” tab shows the drop area.
Drag the photos into the drop area or select them with “Browse files”, up to 50 files at once.
Under “Preview / Confirmation”, each file appears as a row of its own. In the “Name/Description” column, enter a title for each photo, for example “Wellness area”.
In the “Image formats” column, check the 16:9, 4:3 and 2:1 crops, and move a crop if an important part of the image is cut off.
Click “Add album”, enter a name under “Name” in the dialog, for example “Summer”, and click “Create”. The new album appears as an additional album column.
In this album column, click the checkbox in the header row. This puts all photos of the upload into the album.
Click “Upload photos”. If there are photos below Full HD, a confirmation prompt about the minimum quality appears first; “Upload” uploads them anyway.
After the upload, click “Go to the list of all photos”. Photos and Videos opens on the “Photos” tab. If you select “Summer” in the “All albums” filter, you see exactly the photos of this album.
The pages in detail
Insert photos or videos: Tab “Upload photos”
This is where new photos go into the library. JPEG, GIF, PNG and WebP are accepted, up to 50 files at once, by drag and drop or with “Browse files”. Each image is reduced to at most 2560 pixels before the upload. A PNG file over 800 kB and a GIF or WebP file over 10 MiB count as too large; the row then shows “The image file size is too large. The image will not be uploaded”. An image that is already in the library is not uploaded either.
Under “Preview / Confirmation”, each file appears as a row with “Original image”, “Name/Description” and “Image formats”:
“Name/Description” sets the title of the photo. Without a title of its own, the photo takes the file name.
“Image formats” shows the 16:9, 4:3 and 2:1 crops that ReGuest creates for each photo. A crop can be moved as long as the image is not set to an exact fit.
“Exact fit” makes sure that nothing is cut off the image. If space is then missing for a format, ReGuest adds white borders. “All images fit exactly” does this for all images of the upload at once.
“Add album” creates a new album in a dialog with “Name” and “Create”, which then appears as an additional album column. An album is assigned with checkboxes: the checkbox in the header row assigns it to all photos of the upload, the checkbox in a photo's row only to this photo.
“Add more photos” shows the drop area again, to add more files to the selection, as long as the limit of 50 files has not been reached.
“Upload photos”, for a single file “Upload photo”, starts the upload. If a photo is narrower than 1920 pixels, the page first asks “Some images do not meet the recommended minimum quality (Full HD). Upload anyway?”; “Upload” uploads it anyway. After the upload, “Upload more images” shows the drop area again for the next upload, and “Go to the list of all photos” switches to Photos and Videos, tab “Photos”.
Insert photos or videos: Tab “Insert videos”
Videos are not stored in the library as a file, but as a link to YouTube or Vimeo. The links go into the “Video URL” field, one per line. Addresses from youtube.com and youtu.be, including Shorts, and from vimeo.com with a video number are recognised. Any other link is rejected with “The given URL is not in a supported format (Youtube or Vimeo)”.
“Validate” checks each link with the provider and shows the videos under “Preview / Confirmation”. The “Import outcome” names every video that cannot be embedded and every invalid link. A video that is already in the library is skipped. “Add more videos” shows the “Video URL” field again, to add more videos to the list.
“Insert videos into media gallery”, for one video “Insert video into media gallery”, saves the checked videos. As the preview image, ReGuest saves the provider's image. After that, “Insert more videos” starts a new round.
Photos and Videos: Tab “Photos”
The list shows all photos of the library, without logos and without archived photos. “Sort order” arranges them by “Creation date”, newest first, or by “Title”.
The filters narrow down the list:
“Filter by name...” searches in the title.
“All albums” shows the photos of an album, or with “Not Assigned” the photos without an album.
“All hotels” shows the photos of a building. The filter only appears if the hotel has set up buildings.
“Only archivable” shows only photos that can be archived because they are not used anywhere.
“Show only low resolution media” shows the photos that are narrower than 1920 pixels.
For several photos at once, there are these actions:
“Make selected available in the following albums...” adds albums to the selected photos. Without a selection, “Make all photos available in the following albums...” appears in its place. Neither of them ever removes an album; that is only possible under “Edit photo”.
“Assign selected to the following hotels...” assigns the selected photos to buildings and does not remove any assignment either.
“Archive selected” archives the selected photos. If one of them is still in use, the page archives none of them and names the ones affected.
Photos and Videos: Tab “Videos”
The list of videos works like the list of photos. It offers “Assign selected to the following hotels...”, “Make selected available in the following albums...” and “Archive selected”, and the same filters “Filter by name...”, “All albums”, “All hotels” and “Only archivable”.
Edit photo
Here the hotel changes a single photo:
“Title”, “Make available in the following facilities/hotels” and “Make available in the following albums” change the title, buildings and albums. Here an album can also be removed again.
“Select different image” replaces the image.
The “16:9”, “4:3” and “2:1” columns show the crops next to the “Original image” for checking.
“Select portrait image” sets a portrait image of its own in the 9:16 format.
“Exact fit” prevents anything from being cut off; ReGuest fills missing space with white borders.
“Current usage” shows where the photo is used, in 12 groups, for example e-mail templates, image galleries or room categories.
“Archive” archives the photo; after that it no longer appears in any list. The button only appears if the photo is not used anywhere.
Modify video
Here the hotel changes a single video: “Title”, “Make available in the following facilities/hotels” and “Make available in the following albums” as for the photo, plus the “Landscape video URL”. Optionally, a portrait video can also be given, in the field “Portrait video URL”. Here, too, “Current usage” shows where the video is used.
Prerequisites
‘Insert photos and videos’ does not need a licence module of its own.
Access to ‘Insert photos and videos’ is enabled for specific users through their role. The roles are managed by ReGuest Support.
Frequently asked questions
Why is “Media Management” missing from the menu? It only appears if the user's role includes access to it. The roles are managed by ReGuest Support.
Why was a file not uploaded? Either it is too large, or the same image is already in the library. Too large means a PNG file over 800 kB or a GIF or WebP file over 10 MiB. ReGuest Support can tell you more about this.
Why can a photo not be archived? It is still in use, for example in a template, a gallery or a room category. “Current usage” under “Edit photo” shows where.
Can a photo be deleted? No. Photos and videos can only be archived; archived media no longer appear in the lists.
Why was a video not accepted? Only links to YouTube and Vimeo are accepted. A video that the provider does not allow to be embedded, or an invalid link, appears in the “Import outcome”. A video that is already in the library is skipped. ReGuest Support can tell you more about this.
Why is the “All hotels” filter missing? It only appears if the hotel has set up buildings. ReGuest Support can tell you more about this.
As of: 2026-10-27.