Documents Vault: Passports, Visas & Vouchers
Centralized secure cloud storage for passport copies, visa grants, airline e-tickets, hotel vouchers, and travel insurance certificates.
What is this?
Step-by-Step Guide
Navigate to Documents Vault
Click Documents in the sidebar navigation (or open the 'Documents' tab inside any Customer or Booking page).
Click '+ Upload Document'
Select files from your computer or drag and drop. Pick the document category (e.g. Passport, Visa) and link the customer.
Instant Secure Preview & Download
Click any document row to view an instant full-screen preview or generate a secure download link.
Field-by-Field Breakdown
Detailed definitions for every form input, why it is needed, and realistic travel agency examples.
| Field Name | What it Means & Why Needed | Example Value | Required? |
|---|---|---|---|
| Document Category | Classification of travel document. Why: Enables instant filtering when operations staff need to pull all passport copies for group hotel check-in. PassportVisaFlight TicketHotel / Tour VoucherCustomer IDInsurance PolicyOther | Passport | Yes |
| Linked Traveler or Booking | The associated customer, lead, or booking record. Why: Ensures the document appears immediately inside that traveler's 360 profile. | John Smith (CST-0082) / Booking #BKG-0118 | Optional |
| File Format & Storage | Supports PDF, PNG, JPG, WEBP formats up to 25MB per file. Why: Provides crisp document readability for immigration and hotel front desk inspection. | john_smith_passport_scan.pdf (1.8 MB) | Yes |
How Search & Filters Work
Search Behavior
The search bar updates results as you type. You can search across: File Name, Traveler Name, Lead / Customer Code.
Available Filters
Document Category
Isolates specific document types.
Example: Filter by 'Visa' to confirm all group tourist visas have been granted.
Customer / Lead Link
Shows only files linked to a particular family or corporate account.
Example: View all documents attached to John Smith.
Sorting: Newest First (default) · Oldest First · File Name A-Z · File Size
Best Practices & Pro Tips
- When issuing hotel vouchers, upload a PDF copy to the booking's Documents tab so tour drivers and hotel concierges can verify the reservation on their mobile devices.
Common Mistakes to Avoid
- Uploading sensitive passports to unlinked documents without picking a customer profile — always select the customer so the file stays organized in their CRM timeline.
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