Documents

Document records are files (ie: images or PDF's) that can be added to various record types.

Create a New Document

  1. Click on the +

  2. Choose Documents

  3. Choose File to upload

  4. Select a type

    1. Document

    2. Image

      1. Select Image Type

        1. Banner

        2. Large

        3. Logo

        4. Medium

        5. Other

        6. Thumbnail

        7. User photo

    3. Other

    4. Profile notice

    5. Video (Video does not currently work)

  5. Select a Status

    1. Active

    2. Draft

    3. Expired

    4. Under review

  6. Select a Catgory

    1. Catalog image

    2. Customer service

    3. E-ticket

    4. hotel voucher

    5. Insurance

    6. Internal

    7. Invoice

    8. Itinerary

    9. Marketing

    10. Other

    11. Sales

    12. Terms & conditions

  7. Click Create

Naming a Document

As with all software, the character limit is 255 for the name of your file, including the suffix (.pdf, .jpg)

Best Practice: Keep document names short and without special characters. Example of a 'special character': : & + , ; $ %, etc..)

Special characters documents do work: * # ! [ ] - space

Adding a Document to another Record

  1. Open the record

  2. Scroll to the Documents module

  3. Click Add

  4. Select an Existing Document, or Create a New Document

    • If selecting an existing record:

      • search for the record by name

      • select the record

      • click Add

    • If creating a new document record on another record:

      • click Choose File

      • select file

      • select Type

      • select Status

      • select Category

      • select Brand (if applicable)

For a Document to Display on My Profile it must meet the requirements below:

  • Type must = Document

  • Status = Active

  • Category DOES NOT = Internal

  • Record type the document is uploaded to (and relationship) must =

    • Booking record, or

    • Brand Catalog, or

    • Inventory Record, or

    • Catalog Record

    (Documents attached to a Trip Record will not populate onto My Profile)

Ensure you're selecting the correct type and category for your document or else it may not appear where you need it to.

(ie: Trip Planner user photos without the Document Type: image + Document Category: Catalog Image + Image Type: User will not display the Trip Planner's photo on My Profile and/or on the Trip Page.)

Document Types

Document

EXAMPLE

FILE TYPE

CATEGORY

Camp Map

PDF, DOC, JPG, JPEG, PNG, GIF

Marketing

Code of Conduct

PDF, DOC, JPG, JPEG, PNG, GIF

Other

Coupon Sheet

PDF, DOC, JPG, JPEG, PNG, GIF

Marketing

Festival Set List

PDF, DOC, JPG, JPEG, PNG, GIF

Marketing

Insurance Policy

PDF, DOC, JPG, JPEG, PNG, GIF

Insurance

Invoice

PDF, DOC, JPG, JPEG, PNG, GIF

Invoice

Pricing Sheet

PDF, DOC, JPG, JPEG, PNG, GIF

Internal

Refund Documentation

PDF, DOC, JPG, JPEG, PNG, GIF

Internal

Schedule

PDF, DOC, JPG, JPEG, PNG, GIF

Itinerary

T&Cs

PDF, DOC, JPG, JPEG, PNG, GIF

Terms & Conditions

Ticket

PDF, DOC, JPG, JPEG, PNG, GIF

E-Ticket

Voucher

PDF, DOC, JPG, JPEG, PNG, GIF

Hotel Voucher

Images

Details on Images can be found here.

EXAMPLE

FILE TYPE

CATEGORY

IMAGE TYPE

Destination Image

JPG, JPEG, PNG, GIF

Catalog Image

Banner

Hotel Image

JPG, JPEG, PNG, GIF

Catalog Image

Banner or Large

Logo

JPG, JPEG, PNG, GIF

Catalog Image

Logo

User Photo

JPG, JPEG, PNG, GIF

Catalog Image

User Photo

Other

These would be the same as Documents (PDF)

Profile Notice

Profile Notices are .txt files that are uploaded to Groupdesk as document records and are attached to Catalog or Inventory records. These display in a bubble on the Profile typically found under the Travel Documents or Trip Itinerary pages.

These are guidelines, and can be updated based on the client requirements.

Profile Notices that display under Travel Documents:

Dates are subject to Change

“The date of departure is subject to change. It is based on the week of travel selected. The itinerary, routing and dates of travel may vary in accordance with the passenger terms and conditions.”

  • Display Location: Trip > Travel Documents

  • Condition: Attached to Brand Catalog

Roommate Selection Deadline

“Please note that it is the responsibility of the passenger to provide the correct number of roommates for their chosen occupancy. If roommates are not provided we may assign roommates of the same gender if they are available. If roommates are not available, your occupancy may change which may result in additional charges which will be the responsibility of the passenger. Roommate requests should be submitted on your Profile on the ‘Trip Rooming’ tab. Requests to add or change roommates will only be accepted up to 45 days prior to your final balance date. Requests received after that point cannot be accommodated. Please be advised that while we do our best it may not be possible to accommodate all requests.”

  • Display Location: Trip > Travel Documents

  • Condition: Attached to Brand Catalog

Damage Deposits

“A room damage deposit or payment is collected from all passengers while on the trip prior to check-in at the hotel. All passengers are required to purchase either a non-refundable room damage protection plan for $20 CAD per person or provide a refundable room damage deposit of $60 CAD per person - the deposit is refundable upon check-out provided the room is not damaged. Please note, all roommates must take the same room damage protection option.”

  • Display Location: Trip > Travel Documents

  • Condition: Attached to Hotel Catalog

Additional information coming soon.

Video

Bug: Video documents will not show on any records or pages.