Manage Spaces

Spaces can be customized to match your personal workflow or shared library needs. You can assign Passcodes, choose which Views and Tools are available, and add QuickCollections to control how each Space functions.

If you’re using a Family or Team plan, you can also set device-specific permissions to control what other users can see and do when accessing your library from different devices. For details on setting up Spaces for sharing, click here.

To manage Spaces:

1. Click the Spaces icon in the left sidebar.
2. Select Manage Spaces and enter your Master Passcode if prompted.

Enable Passcodes

The Enable Passcodes toggle in the Manage Spaces dialog controls whether passcodes are required when switching between Spaces on the current device.

• When this toggle is OFF, passcodes are disabled for all Spaces on the current device—even if individual Spaces have passcodes assigned.
• When this toggle is ON, Mylio Photos will enforce passcode prompts for any Space with passcode protection enabled.

This setting is useful for devices used only by you (where passcodes may not be necessary) or shared devices where additional protection is needed.

The first time you toggle on Enable Passcodes, you’ll be asked to create a 4-digit Master Passcode, which you’ll enter each time you open the Manage Spaces dialog or switch to a locked Space.

*NOTE: If you forget your Master Passcode, click the Reset it link at the bottom of the passcode dialog. You’ll be prompted to sign in to your Mylio account to reset it.

*NOTE: To set passcode requirements for individual Spaces, select a Space, click Edit, and adjust the Passcode Protect settings for that specific Space.

Edit an Existing Space

Each Space in Mylio Photos can be customized to match your workflow or sharing needs. You can:

• Enable Passcode protection
• Choose which Views and Tools are available
• Add or remove Categories of Media
• Configure permissions (available with a Family or Team plan)

To edit a Space:

1. Click the Spaces icon in the left sidebar.
2. Select Manage Spaces and enter your Master Passcode if prompted.
3. Find the Space you want to modify and click the Edit button.

Space Name

• Pre-loaded Spaces, such as Family, Family History, Personal, Public, Work, Everything, Guest, and Private—*cannot be renamed*.
• Custom Spaces can be renamed at any time by editing the Name field in the Edit Space dialog.

Passcode Protect

You can add an extra layer of privacy to any Space by enabling Passcode Protection. When passcodes are enabled on the device (via the Enable Passcode Protection toggle in the Manage Spaces dialog), a 4-digit code will be required to enter any Space that has passcode protection turned on. By default, passcodes are disabled.

To enable Passcode protection for a specific Space:

1. In the Edit Space dialog, choose one of the following options:
   • Master Passcode Required – Uses the same passcode for all protected Spaces.
   • Space Passcode Required – Assigns a unique passcode for this Space only.
2. Enter a 4-digit passcode.

For added security, you can also enable Require Passcode to Exit, which prompts the user to enter a passcode when leaving the Space—helping prevent unauthorized access to other parts of the library.

Manage File Access

To Manage File Access in a Space:

1. In the Edit Space dialog, click Manage File Access.
2. Expand the By Category QuickFilter, then click the Pin icon next to the Category(s) you’d like to add.
3. To remove a Category, click the X next to its name.
4. When finished, click Apply to return to the Edit Space dialog.

Manage Views & Tools

Spaces give you the flexibility to customize which Views and tools are available, helping you create a streamlined, focused workspace. This is especially useful when working on a specific task or project or using a Family or Team plan to share your library with someone less familiar with Mylio Photos.

To manage Views and Tools in a Space:

1. In the Edit Space dialog, click Manage Views & Tools.
2. All options are selected by default, meaning that all Views and tools are visible when the Space is active.
3. Uncheck the box next to any item you want to hide from that Space.
4. To display all media in the Folders view, regardless of assigned Categories or QuickCollections, check Show ALL images in Folder View.
   • Leave this option unchecked to limit visible content to only what matches the Space’s assigned Categories and QuickCollections.
5. Under Workflow Visibility, select the Workflow you’d like to make visible in that Space, then click the back arrow to return to the Manage Views & Tools dialog.
6. When finished, click the back arrow to return to the Edit Space dialog.

Permissions

Permissions control what users can do when a specific Space is active, such as adding, editing, or deleting files, folders, albums, and more. Customizing permissions is only available to users on a Family or Team plan. Individual users can create custom Spaces for personal use, but cannot configure or restrict permissions for others.

To access permissions settings:

1. In the Edit Space dialog, click Permissions.
2. All permissions are enabled by default, allowing full access to add, modify, and delete content. You can restrict access by unchecking entire categories or customizing individual actions using the arrow next to each section.

Files & Folders

• Add – Allows users to add or import new media.
• Modify – Allows users to move files between folders, duplicate, rename, or make other changes.
• Delete – Allows users to permanently delete files and folders.

!WARNING: Deleting files or folders in Mylio Photos removes them from all connected devices and Vaults. This action cannot be undone.

Albums, People, and Events

• Add – Allows users to create new Albums, add People tags, or add Events.
• Modify – Allows editing of existing Albums, tagged People, or Events.
• Delete – Allows permanent deletion of Albums, tagged People, or Events.

Other Permissions

In addition to managing access to files, albums, people, and events, you can fine-tune what users are allowed to do with metadata and other key features in a Space.

From the Permissions section in the Edit Space dialog, twirl down the arrow next to Allow Modification to manage metadata-specific actions:

Metadata Modification Options:

• Modify File Information
• Allow Rating
• Allow Face Tagging
• Modify Keywords
• Modify Categories (may affect what is visible in each Space)
• Modify Locations

Uncheck any of these options to restrict users from editing specific metadata fields while using the Space.

Additional Permissions

These settings control access to other features and tools. Each can be turned on or off independently.

• Allow Photo Editing – Enables or disables access to editing tools in Mylio Photos.
• Allow Open With Command – Controls whether users can open files in external editors.
• Allow Sharing – Determines whether users can share media outside of Mylio Photos.
• *Allow Access to Settings *– Controls access to the application’s Settings menu.
• Allow Mobile Device Import – Allows users to import photos from a mobile device into the library.
• All Reveal In Commands – Enabled access to commands such as Reveal in Finder (macOS) or Reveal in Explorer (Windows).

Unchecking these boxes limits the user’s ability to perform those actions while the selected Space is active.

Hiding Spaces

Mylio Photos includes several built-in Spaces – such as Personal, Family, Family History, Work, Public, Private, and Everything – and allows you to create Custom Spaces for specific projects or workflows.

All Spaces are visible by default when you click the Spaces icon in the left sidebar. However, you can hide any Space you prefer not to see.

To hide a Space:

1. Click the Spaces icon in the left sidebar..
2. Select Manage Spaces and enter your Master Passcode.
3. Toggle the switch next to the Space you want to hide to the OFF position.
4. Click Activate to save your changes.

Hidden Spaces can be re-enabled at any time by returning to the Manage Spaces dialog.

Deleting Spaces

If a Custom Space is no longer needed, you can delete it from your account. Only Custom Spaces can be deleted. Pre-loaded Spaces such as Family, Work, or Private cannot be deleted.

!WARNING: Deleting a Space is permanent and cannot be undone. Any device currently using that Space will revert to the default Everything Space until a new Space is assigned.

To delete a Space:

1. Click the Spaces icon in the left sidebar..
2. Select Manage Spaces and enter your Master Passcode.
3. Select the Custom Space you want to delete, then click the Delete button.
4. Confirm that you want to permanently delete the Space by clicking Yes.