Documents & File Management

Every trip generates paperwork — booking confirmations, contracts, passport copies, insurance certificates, resort maps, receipts. Instead of digging through your email or a shared folder six months later when a client calls with a question, keep everything attached to the trip (or client) where it belongs.

Where Documents Live

You can upload documents in a few places:

Location	How to Get There	Best For
Trip Documents	Trip detail page → Docs & Tasks tab → Documents section	Contracts, itinerary PDFs, travel insurance, anything tied to the whole trip
Booking Documents	Trip detail page → Bookings tab → open a booking → Documents	Booking confirmations, invoices, the supplier's guest copy or agent copy
Client Documents	Client profile → Documents card	Passport copies, ID scans, travel preferences, signed waivers

Trip documents are tied to a specific trip. Client documents follow the client across all their trips — upload a passport copy once and you're set.

One place to see them all

You upload a booking's paperwork inside that booking, but you don't have to go booking-by-booking to find it later. The Documents section on the trip's Docs & Tasks tab shows everything for the trip in one list — your trip-level uploads under a Trip Files heading, plus each booking's documents grouped under that booking's name. Delete, download, or change what your client sees from that one screen, no matter where the file was first uploaded.

Uploading Files

Click Upload (or drag and drop files directly) to add documents. You can upload multiple files at once.

Supported file types: PDF, Word (.doc, .docx), Excel (.xls, .xlsx, .csv), images (.jpg, .png, .gif), text files, and more — essentially any common file format.

Maximum file size: 10 MB per file. If you have a larger file (like a high-res resort brochure), compress it or split it up first.

Viewing and Downloading

Each document shows:

• File name — the original name you uploaded
• File type icon — different icons for PDFs, images, videos, and other file types so you can spot what you need at a glance
• File size — how big the file is
• Upload time — when it was added (shown as "2 hours ago," "3 days ago," etc.)

Click any document to download it. Downloads use a secure signed link that expires after 60 minutes — your files are never publicly accessible.

Controlling What Your Client Sees

Not every document belongs in front of the client. A supplier's agent copy, an internal cost breakdown, or a draft contract is yours to keep private, while the guest copy and final confirmation are meant to be shared.

Each document has a small eye icon. Click it to hide that file from the client portal — the eye switches to a crossed-out state and the file drops off the client's view right away. Click it again to make it visible. This works on both trip documents and booking documents from the unified Documents section, so you can hide something after it's already uploaded without deleting and re-uploading it.

Hidden documents still show for you and your team, clearly marked, so nothing gets lost — the client just never sees them.

Email Notifications

When you upload a document to a trip, JourneyFuse automatically sends a branded email to the client letting them know a new document is available. The email includes:

• The file name
• The trip name
• A link to their client portal

This is great for proactively sharing final documents, updated itineraries, or travel insurance certificates without a separate email.

Deleting Documents

Hover over any document and click the trash icon to delete it. You'll get a confirmation dialog first — deleted documents can't be recovered.

Tips

1. Upload confirmations as you get them. Don't wait until the trip is "done." Drop in each confirmation email PDF as it arrives and you'll never lose one.

2. Use client documents for things that span trips. Passport copies, Global Entry cards, and TSA PreCheck numbers belong on the client profile, not buried in a single trip.

3. Name files clearly before uploading. "Garcia_RCL_Confirmation_Nov2026.pdf" is a lot more useful than "Booking_Confirmation(3).pdf" when you're looking for it later.

4. Share final documents proactively. Upload the final itinerary PDF, resort confirmation, and insurance certificate to the trip a week before departure. Your client gets an email for each one and feels taken care of.

FAQ

Is there a limit on how many documents I can upload? No limit on the number of files. Each individual file just needs to be under 10 MB.

Can my client see trip documents? By default, yes — trip and booking documents appear in the client portal, and clients get an email notification when you upload to their trip. To keep a specific file private, click its eye icon in the Documents section to hide it from the portal. Hidden files stay visible to you and your team only.

A booking's document is still showing to my client after I deleted it from the trip — why? Booking paperwork (like a supplier's agent copy) lives on the booking, not the trip, so clearing out the trip-level files won't remove it. Find it in the unified Documents section under that booking's name and either delete it there or click the eye icon to hide it from the client.

Can other agents on my team see documents I upload? Yes. Documents are workspace-scoped — anyone on your team can view and download documents attached to trips or clients they have access to.

What happens to documents if I delete a trip? Documents are permanently deleted along with the trip. If you need to keep files, download them before deleting the trip.