WeTravel's file upload function allows you to collect .jpeg, .jpg, .png, .gif, .pdf, .ppt, .pptx, .key, .doc, .docx, .pages, .odt, .txt, .xls, .xlsx, and .csv files from your client. Each client can upload up to 5 files, 10 MB per file. After client upload, you can download the files to your computer from our secure AWS server. For security reasons, we store files uploaded by participants only for 6 months after the end date of each trip. After that, the files are deleted.
Setting up the file upload function
To set up the file upload function for your trip, please go to the Participant Information section of the trip builder:
Scroll down until you see the option to add a new question:
Choose "File Upload" from the question type dropdown menu:
You can now type in the question instructions and choose whether the upload has to be made before booking the trip ("required") or at any time. If you would like your clients to first download a file, please enter a hyperlink into the question. All you need to do to make the hyperlink active is to start it with http(s)://.
Press "Save Question", publish the changes and you are ready to accept files directly from your customers.
The client experience
The client can first upload the file when booking the trip:
After clicking "Upload", your clients can choose files from their computer or mobile device:
After choosing, your clients have a chance to still remove the file or move forward to payment and finalize the upload:
After booking the trip, your client can always go back in and edit their questionnaire and upload new items. Once the files have been uploaded, the client cannot delete them from our system anymore.
How to access the files?
You can access the uploaded files in your trip dashboard. Go to My Trips and click on Manage Trip. The files can be accessed in three places: "Download Files", "Download Excel List" and "Booking Details" under "Actions".
When choosing "Download Excel List", the file is accessible in the participant questionnaire area as a direct download link. You can also download the .zip with all of the trip files from there. You will have to be logged in to WeTravel to access either of the download links.
When choosing to download the file from the "Booking Details", scroll in the questionnaire until you see your file upload question and a download link for the file. You will have to be logged in to WeTravel to access the download link.
What are the file types accepted?
.jpeg, .jpg, .png, .pdf, .ppt, .pptx, .key, .doc, .docx, .pages, .odt, .txt, .xls, .xlsx, and .csv
How big can the files be?
Each client can upload up to 5 files, 10 MB per file.
Where are the files stored? Is it secure?
The documents uploaded by your clients on WeTravel are transferred via an SSL-secured connection to a secure AWS S3 Bucket. As an additional security measure, this server is separate from any other WeTravel user data. When retrieving the documents, only you and your team members have access. Links to retrieve documents are also protected, meaning that even if you were to share the link to a document, it would not be accessible without first logging into your WeTravel account.
On WeTravel’s side, we take data protection very serious: only a very small number of engineers and operations staff necessary to run and support this feature have access to the data. In addition, we make sure to delete all documents irreversibly 6 months after the end of each trip.
Thanks to these measures, collecting documents on WeTravel improves the data security of collecting client files compared to alternatives, such as sending documents over email or an unencrypted web form.
For how long are the files stored by WeTravel?
For security reasons, we store files uploaded by participants only for 6 months after the end date of each trip. After that, the files are deleted.
Can my client delete a file that they have uploaded?
No, they cannot once it has been uploaded. They will be automatically deleted after 6 months from the end date of your trip.
Can I, the organizer, delete a file my client has uploaded?
No, files cannot be deleted once they have been uploaded. They will be automatically deleted after 6 months from the end date of your trip.
Will my team member have access to the files?
Yes, if you give them permission to the particular trip in the team member settings.
Can I share the file download link outside of WeTravel?
No, the direct links to client files only work when you are logged in with WeTravel and have access to manage the trip (you are the travel organizer or team member with access to the trip).
How can I distinguish between the files?
Each file has the participant first and last name in front of the file.
How can I request my clients to upload missing files?
You can easily message the clients with missing files with our messaging system.