How to Add a File Upload Field to a Zibster Form
Overview
The Zibster Form & Contract Builder allows you to collect images, documents, and other files directly from clients through your online forms. File Upload fields are useful for client questionnaires, custom product orders, job applications, and any form that requires supporting files.
Each uploaded file is saved to your Zibster account and can be accessed through the form submission or the client's contact record. You also receive a download link in your form submission notification email.
This guide explains how to add and customize File Upload fields, supported file types and size limits, how uploads count toward your account's storage allowance, and how to manage uploaded files.
When to Use File Upload Fields
Adding a File Upload field is helpful when you need clients to provide additional information, such as:
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Client questionnaires: Collect headshots, inspiration photos, or reference images before a photography session.
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Custom product orders: Allow customers to submit images for prints or personalized products.
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Job applications: Collect resumes, portfolios, or supporting documents.
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Event registration: Request documentation or other files as part of registration.
STEP ONE
Log in to your Zibster account and click FORMS from the left-side menu to open the Forms Dashboard.
STEP TWO
From the Forms Dashboard, click FORMS in the top navigation menu.
This opens your Forms management area, where you can browse existing forms, search for a specific form, or create a new one.
STEP THREE
Select the category containing the form you want to update, then click the form name to open it in the Form & Contract Builder.
You can also use the search field to locate an existing form by name.
If you need to create a new form, click NEW and complete the form creation process before adding your File Upload field.
For more information, see How to Create a Custom Form in Zibster
STEP FOUR
In the Form & Contract Builder, locate the MISCELLANEOUS section in the right-side panel.
You can add a File Upload field to your form in two ways.
Click FILE UPLOAD to automatically add the field to the bottom of your form editor.
Alternatively, click and drag FILE UPLOAD from the MISCELLANEOUS section into the specific location where you want the field to appear.
Each File Upload field allows your client to upload one file. You can add a maximum of five File Upload fields to a single form, allowing clients to submit up to five files with each form submission.
STEP FIVE
After adding your File Upload field, you can customize its label and choose whether clients must upload a file before submitting the form.
To change the field name, click directly on the FILE UPLOAD label in the form editor. Enter the label you want clients to see, then press Enter on your keyboard to automatically save the change.
Use a descriptive label such as "Upload Your Reference Photo," "Upload Your Resume," or "Upload Your Design File" so clients know which file to provide.
To change whether the field is required, click the pencil icon in the upper-right corner of the File Upload field. From the menu, select the option to make the field required or optional.
You can also select DELETE from this menu if you want to remove the File Upload field from your form.
FINAL STEP
Zibster automatically saves your form as you add fields and make changes, so there is no separate save button required for these edits.
Your File Upload field is ready for clients to use wherever the form is displayed or shared.
Before sharing your form, open its direct link and complete a test submission with an uploaded file. This allows you to confirm that the upload field works correctly and that you receive the file download link in your notification email.
For instructions on sending your form to clients, see How to Share Forms and Contracts in Zibster
Accepted File Types
Zibster supports the following file types through File Upload fields.
Image Files
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JPG, JPEG, PNG, GIF, ICO, SVG
Document Files
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PDF, PSD, DOC, DOCX, XLS, XLSX
Other Supported Files
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ZIP, TTF, OTF, WOFF2, MP3, JS, CSS
These are the same supported file types available in the DOCUMENTS area of your Zibster Files Dashboard.
Maximum File Upload Size
The maximum size for each uploaded file depends on your Zibster account:
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Standard Website Package: Up to 4 MB per file.
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Original Files Upgrade: Up to 50 MB per file.
The Original Files upgrade increases the maximum size of an individual file but does not increase the total number of files your account can store.
If you need to collect larger files through your forms, see How to Add Original Files to Your Zibster Account
Where Uploaded Files Are Stored
When a client submits a form containing uploaded files, Zibster saves those files to your account.
You can access uploaded files in two locations:
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Form Submissions: Open the submitted form to review the information and uploaded files.
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Contacts: Open the client's contact record, then click SUBMISSIONS to access the uploaded files associated with their submission.
Uploaded files remain available in your account until they are deleted.
For more information, see How to View Form Submission Details in Zibster
File Links in Form Submission Notification Emails
When you receive a form submission notification email, each uploaded file appears as a clickable download link within the submission details.
Click the file link to download the file directly from your notification email. Uploaded files are provided as links rather than email attachments.
You can also access uploaded files later through the form submission or the client's contact record in your Zibster account.
File Upload Limits and Account Storage
Your Zibster Website Package includes storage for up to 5,000 files. Each file uploaded through a form counts as one file toward your account's total storage allowance.
For example, if a client submits three files through your form, those uploads use three of your available file spaces.
File storage is shared across your Zibster account, including website images, documents, Mood Boards, and other uploaded files.
Your file storage allowance is separate from your monthly form submission allowance. A single form submission containing three uploaded files counts as one form submission and three stored files.
Uploaded files continue to count toward your storage allowance until they are deleted.
How to Check Your Form Upload Storage Usage
You can review your account's available file storage and see how many files have been uploaded through forms.
Log in to your Zibster account and click FILES from the left-side menu.
Click SPACE at the top of the Files Dashboard to open your detailed file usage report.
The report displays:
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TOTAL SPACE: The total number of files your account can store.
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USED: The number of files currently stored in your account.
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AVAILABLE: The number of additional files you can upload.
Scroll down to the SUBMISSIONS section and locate Form Submission File Uploads.
This category shows how many files are currently stored from form submissions.
Files uploaded through forms count toward the same storage allowance as other files in your account.
For additional information, see How to Check Your Available File Space in Zibster
What Happens When You Run Out of File Storage?
Zibster checks your available file storage against the number of File Upload fields on your form.
Your account must have enough available file spaces to accommodate every File Upload field on the form.
For example:
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If your form contains five File Upload fields, your account must have at least five available file spaces.
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If your form contains three File Upload fields but your account only has two available file spaces, the form will display FORM CLOSED.
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If your account has no available file space, forms containing File Upload fields will also display FORM CLOSED.
This means a form can become unavailable even when your account still has some remaining file storage.
Zibster checks the number of File Upload fields on the form, including optional fields, not just the number of files a client intends to upload.
When there is insufficient storage, clients cannot access or submit the affected form until enough file space becomes available.
To resolve the issue, delete files you no longer need or purchase additional file storage.
For other reasons a form might be unavailable, see Why Your Zibster Form Says Form Closed and How to Fix It
Managing and Deleting Uploaded Files
Uploaded files remain stored in your Zibster account until they are removed.
If you no longer need an uploaded file, you can delete it from its form submission or the client's contact record.
Delete Files From Form Submissions
Open the form submission containing the uploaded file.
Locate the uploaded file and click the trash can icon to remove it from your account.
Deleting the file permanently removes it and immediately frees one file space toward your account's total file allowance.
Delete Files From Contacts
You can also remove uploaded files from the client's contact record.
Click CONTACTS in your Zibster account, open the client's contact record, and click SUBMISSIONS.
Open the submission containing the uploaded file, then click the trash can icon next to the file to remove it.
Deleting the file permanently removes it from your account and immediately frees the associated file space.
Important: Deleted files cannot be recovered. Make sure you no longer need an uploaded file before deleting it.
Purchase Additional File Storage
If you regularly collect images, documents, or other files through your forms, you may need additional file storage.
Zibster offers Additional Storage upgrades that increase the total number of files your account can hold.
You can review available options under PREMIUM UPGRADES in your Zibster account.
For complete instructions, see How to Purchase Additional Storage in Zibster
What Your Clients See
When clients open a form containing File Upload fields, they see an upload button for each field you added.
Clients can select a supported file from their device and include it with the rest of their form information.
If you added multiple File Upload fields, clients can select a separate file for each field. Required upload fields must be completed before submitting the form.
After a successful submission, the uploaded files are saved to your Zibster account along with the client's form information.
If your account does not have enough available file storage for the number of File Upload fields on the form, clients will see FORM CLOSED instead of the form.
They cannot submit the form until sufficient storage becomes available.
Uploading Larger Files
Forms containing larger file uploads may take longer to submit than forms that only collect text or other information.
The submission time depends on the size and number of files being uploaded and the client's internet connection.
Clients should allow the upload and form submission to finish before closing the page or navigating away.
Helpful Notes
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Use descriptive field labels. Tell clients exactly which files you need so they can prepare the correct documents or images.
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Keep file sizes in mind. If clients need to upload larger files, the Original Files upgrade increases the maximum individual upload size.
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Monitor your available storage. Check FILES > SPACE regularly if you frequently collect files through forms.
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Remove files you no longer need. Deleting unused uploads frees file space immediately, but deleted files cannot be recovered.
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Test your form. Submit a sample upload before sharing your form to confirm that the field and notification email work as expected. You can remove the test file afterward.
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Allow time for uploads. Forms containing larger files may take longer to submit. Encourage clients to keep the form open until the submission finishes.
Related Guides
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