Travel documents

Travel documents are the boarding passes, flight tickets and hotel vouchers each participant carries in the app. You can add them one by one in a participant’s drawer, import a whole batch from a CSV file, and delete them in bulk.

Who can do this: Org admins and document uploaders. Only org admins can change the time format. Everyone who can open Participants can see a person’s travel documents.

Where: Event → People → Participants (the Import menu, and the Travel wallet card in a participant’s drawer)

The three document types

Type	Fields
Boarding Pass	Cruise Name, Guest Name, Cabin, Boarding Time
Flight Ticket	Flight Number, From (code), From (city), To (code), To (city), Date, Departure Time, Seat
Hotel Voucher	Hotel Name, Check-in, Check-out, Room

Participants see them on their documents screen in the app, reached from the Documents tile on Home (the tile can have another name in your app), alongside any documents you share with them.

Add or edit one person’s travel document

1. Open the participant’s drawer on Participants.
2. On the Travel wallet card, click Add.
3. Choose the Document type and fill in its fields. You only need one field filled.
4. Click Add document.

To change one, click its pencil, edit, and click Save changes. To delete one, click its bin and then Remove. To delete several of one person’s documents, tick them and click Remove in the bar.

Times can be typed either way, for example “2:00 PM” or “14:00”. Participants see them in the event’s time format.

Import travel documents from a CSV file

Each import is for one document type. To give people both a flight and a hotel, run two imports.

1. On Participants, click Import, then Travel documents.
2. Choose the Document type.
3. Click Download template to get a file with the right columns for that type.
4. Drop your file on the box, or click it to browse.
5. Check the preview and click Import … documents.
6. The result shows how many were Created and lists each row that wasn’t, for example because no participant in the event has that Unique ID or email.

The file format

The first row must hold the column names. Every row needs a participant_code (the person’s Unique ID) or an email, so the import knows whose document it is. The other columns are the type’s fields:

Type	Columns
Boarding Pass	cruise_name, guest, cabin, boarding_time
Flight Ticket	flight_number, from_code, from_city, to_code, to_city, date, depart_time, seat
Hotel Voucher	hotel_name, check_in, check_out, room

At most 1000 rows per file. Every row becomes a new document, so importing the same file twice gives people two copies; delete the extra ones as described below.

Caution

The travel documents file uses participant_code for the Unique ID column, while the participants import uses unique_id. Use the template for each import to get the right one.

Set the time format

1. On Participants, click Import, then Travel documents: time format & bulk delete.
2. Under Time format, click 12-hour or 24-hour.

This changes how boarding and departure times show in every participant’s wallet. Times already entered are converted; nothing needs re-importing.

Delete travel documents in bulk

1. To delete only some people’s documents, tick them on the Participants list first. (Only org admins can tick people; a document uploader can delete one type for everyone, or one person’s documents from their drawer.)
2. Click Import, then Travel documents: time format & bulk delete. (With people ticked, you can also click Delete Travel Docs in the selection bar.)
3. Under Delete travel documents, choose Whose: Selected participants or Everyone in this event.
4. Choose Which: one type, or All types for the selected participants.
5. Click Delete…, then Delete to confirm. Participants stop seeing them at once.

For everyone in the event you must pick one type at a time; deleting every type for everyone at once isn’t offered.