Attachments
Upload and manage files on orders, bookings, and participants — travel documents, confirmations, vouchers, and more.
Attach files directly to the records they belong to — booking confirmations to a booking, passport scans to a participant, travel documents to an order. You control which files customers see through the portal and which stay internal.
How It Works
Upload a file to an order, booking, or participant. The file stores in the cloud and links to that record. You can download it, share it with customers by marking it as external, or include it in email notifications.
Where You Can Attach Files
| Entity | Where to Find It | Use Case |
|---|---|---|
| Order | Order overview page | General travel documents, itineraries, contracts |
| Booking | Bookings tab, on each booking row | Supplier confirmations, vouchers, e-tickets |
| Participant | Participants tab, via the row action menu | Passport scans, visa copies, medical documents |
Each entity can have multiple attachments.
Supported File Types
| Category | Formats |
|---|---|
| Documents | PDF, Word (.doc, .docx), Excel (.xls, .xlsx), Plain text (.txt), CSV |
| Images | JPEG, PNG, WebP, GIF |
Maximum file size is 5 MB per file.
Visibility: Internal vs. External
Every attachment has a visibility setting that controls who can see it:
| Visibility | Who Can See It |
|---|---|
| Internal | Only your team in the admin interface |
| External | Your team and the customer through the customer portal |
You can toggle visibility at any time after uploading. By default, new attachments are internal.
What Customers See
External attachments appear in the customer portal:
- Order attachments — Shown on the order overview page
- Booking attachments — A downloadable link on the booking row
- Participant attachments — Next to the participant's name
Customers can download external attachments but cannot upload files.
Email Attachments
When you configure an action to include external attachments, all external files on the order (order-level, booking-level, and participant-level) are included in the email.
Email attachments have a 20 MB total limit. If the combined size exceeds this limit, some files may be excluded to preserve email delivery.
Common Tasks
Uploading a File
- Navigate to the order, booking, or participant where you want to attach the file
- Open the attachments section:
- For bookings: expand the booking row to see the attachment area
- For participants: click the row action menu and select Attachments
- Click the upload area or drag a file onto it
- Optionally enter a display name (otherwise the original filename is used)
- Wait for the upload to complete — a progress bar shows the status
Changing Visibility
- Find the attachment in the list
- Toggle the visibility badge between Internal and External
- The change takes effect immediately
Downloading a File
Click the download button next to any attachment. A secure, time-limited link opens and the file downloads to your device.
Deleting a File
Click the delete button next to the attachment. Deletion is permanent — the file cannot be restored.
How It Connects
- Orders — Order-level attachments appear on the order overview. Booking and participant attachments are managed from their respective tabs.
- Actions — External attachments can be included automatically in email notifications.
- Customer Portal — External attachments are visible and downloadable by customers.