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Upload travel documents

File a passport copy, visa, ticket or voucher for a traveller, by clicking a cell, dropping a file or choosing the traveller and type.

How toUpdated

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Upload a document when a ticket, visa, voucher or passport copy is ready for a traveller. The file is kept with the booking, the traveller's cell gets a tick, and the trip's readiness goes up.

Before you start

  • Your role needs permission to upload and send documents.
  • The trip must have confirmed bookings with named travellers.
  • Tick the documents the trip needs when you edit the trip, under Documents each traveller needs. Without them, the grid shows every document type of the agency.

Steps

  1. Open Documents and choose the trip. From a trip, you can also open the Travellers and documents tab and press Open documents.
  2. Find the traveller's row and the column of the document, for example Visa.
  3. Press Upload in that cell and choose the file. The file is filed at once for that traveller and that type.
  4. Or drag a file from your computer and drop it on the cell. The cell lights up while you hold the file over it.
  5. To file a document with an expiry date, drop the file on Drop files or take a photo (or press it). The File a document window opens.
  6. In File a document, check the Traveller (each name shows its booking number) and the Type. The window suggests the first missing document.
  7. Optionally, set Expires. Press Choose file (or Change file) if no file is chosen yet.
  8. Press Upload.

After you upload

  • The cell shows a single tick (Received) and the message "… filed for …" appears, for example "Visa filed for Zainab Ali".
  • When it was the traveller's last missing document, the message says "… is ready to fly" and the row shows Ready to fly. When it was the last one on the trip, you see Every traveller on this trip is ready to fly and the READY TO FLY stamp.
  • The document appears in Recently filed, on the booking's Documents tab and on the traveller's page in Travellers.
  • The booking's history records "… uploaded". The trip's readiness on Departures and the dashboard update.
  • The customer can download the file from their trip page.

Note

Each traveller has one current document of each type. Uploading again, by Replace file in the cell's menu or by dropping a file on a tick, replaces the old file, deletes it, and sets the document back to Received.

If something goes wrong

  • Choose the traveller and the type or Choose a file: a field in File a document is empty.
  • This file is too large.: one file can be up to 15 MB. Compress the PDF or take a smaller photo.
  • Your … plan allows … of file storage. Upgrade the plan in Settings → Plan and billing to continue.: the agency's files have reached the plan's storage. Delete old files you no longer need, or change the plan in Settings → Plan and billing.
  • File storage could not save the file (…). Check the storage connection.: the agency's own file storage refused the file. Ask the person who manages Settings → Connections to check it, then try again.
  • Use a date like 2026-10-14: the expiry date is not a valid date. Pick it from the calendar.
  • Booking not found or Traveller not found: the booking or traveller was removed meanwhile. Reload the page.
  • Upload is missing and the cell says Missing: your role cannot upload documents. Ask the agency owner.

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