Shared Documents

The shared documents feature allows you to upload and distribute important trip resources to participants. Documents can include itineraries, packing lists, meeting notes, waivers, insurance information, and any other files that participants need to access during the planning and execution of the trip.

Accessing Shared Documents

Open the Trip Details page for your trip and click the Documents tab.

Documents Table

The Documents tab displays a table of all uploaded documents with the following columns:

Column	Description
Title	The document title.
Category	The organisational category for the document.
Visibility	Who can access the document (All participants, Leaders only, or Specific participants).
File	The uploaded file name.
Actions	Download, Edit, and Delete buttons.

Adding a Document

Click the Add document button to open the document form. Fill in the following fields:

1

Title (Required)

Enter a descriptive title for the document.

Examples: "Trip Itinerary," "Packing List," "Medical Waiver," "Emergency Contact Sheet"

2

Category (Optional)

Assign a category to help organise your documents. You can select from previously used categories or create a new one by typing a category name.

Common categories include: "Travel," "Medical," "Legal," "Training," "Logistics"

3

Description (Optional)

Add a brief description to provide context about the document's contents or purpose.

4

File Upload

Upload the document file. The file is stored securely and made available for download by authorised participants.

5

Visibility

Control who can access the document:

• All participants - Every participant enrolled in the trip can view and download the document.

• Leaders only - Only participants with the "Leader" role can access the document. Useful for leadership-specific materials such as meeting agendas, participant reports, or administrative guides.

• Specific participants - Select individual participants who should have access to the document. Useful for personalised materials or documents relevant to a subset of the team.

Downloading a Document

Click the Download button on any document row to download the file.

Editing a Document

Click the Edit button on any document row to update the title, category, description, visibility, or replace the uploaded file.

Deleting a Document

Click the Delete button on any document row. A confirmation dialog will appear before the document is removed.

Participant Access

Participants can view and download documents shared with them from their Participant Dashboard. They will only see documents that match their visibility settings based on their role and whether they have been specifically included.