Documents: passports, visas, tickets and expiry dates
Upload files for customers and travellers, keep expiry dates, and who can download what.
4 min read
Keep each customer's and traveller's files in SunTrip: passport scans, visas, tickets, itineraries, invoices and insurance, each with its type and, if it has one, its expiry date.
Upload a document
- Open the traveller (or the customer) and choose the Documents tab. For your agency's own files, use Documents in the left bar.
- Press Upload and choose the file. PDFs, photos, Word and Excel files up to 20 MB are welcome; programs and scripts are not accepted.
- Choose its type, add the expiry date if it has one, and press Upload.
Files count towards your company's storage, shown under Settings, Plan & billing.
Expiry dates
A document with an expiry date is flagged when it expires within 90 days, and when it has expired. The dashboard counts the documents that need attention, and Expiring or expired on the Documents page lists them. On the dashboard, press passports or documents under the number to open each list.
A traveller's passport file
SunTrip reminds you about a passport once, from the expiry date in the traveller's passport details. When you upload a passport file for a traveller and its expiry date is different, SunTrip asks whether to use the file's date for the traveller's passport. Press Use and the date is copied across, or Not now to leave it. You can answer later from the file itself.
Who can download what
Passport and visa files identify a person, so only roles with View passport and ID details can download them, and each download is recorded in your company's history: who, which file, and when. Other documents can be downloaded by everyone in your team.
Roles with Upload documents add files and change their details. Only roles with Delete documents (Admins and Managers to begin with) can delete a file, and the deletion is recorded. A deleted file is gone for good.
Your own document types
An Admin can add the agency's own types, such as Hotel voucher, under Settings, Document types.