Document collection
For many group trips, you need to collect documents from participants — passport copies, travel insurance, medical forms, signed waivers, and more. Travifo lets you define what documents are needed per edition and track the status of each one per participant.
This feature is available on PRO and PREMIUM plans.
Setting up document types
- Go to Dashboard → Trips → your trip → Manage Editions.
- Click on an edition to expand it.
- Find the Document Types section within the edition.
- Click to add a new document type (e.g., "Passport copy", "Travel insurance").
Each document type you create is automatically added to all existing participants in that edition with a "Pending" status. When you add a new participant later, they'll automatically get all the document types too.
Document statuses
Each document for each participant has one of these statuses:
| Status | Meaning |
|---|---|
| Pending | Not yet uploaded |
| Uploaded | Participant has uploaded a file, waiting for your review |
| Approved | You've reviewed and approved the document |
| Rejected | The document was rejected (wrong file, expired, etc.) |
| Manual OK | Marked as complete without a file upload (e.g., you verified it in person) |
Managing documents per participant
Open a participant's detail sheet (click their row in the participants table). The Documents panel shows all required documents and their current status. From here you can:
- Review uploaded files
- Approve or reject documents
- Mark documents as "Manual OK"
The participant portal
Participants upload their documents through their personal portal at travifo.com/p/[token]. Each participant has a unique, secure link — no account needed.
The portal shows them which documents are required, which ones they've already uploaded, and the status of each. They can upload files directly from their phone or computer.
Tips
- Set up document types early — as soon as you know what you'll need, add them so participants can start uploading.
- Use clear names — "Passport copy (front and back)" is better than just "Passport".
- Check the documents summary — the participants table shows a quick count (e.g., "3/5") so you can spot who's behind at a glance.
- Don't delete document types with uploads — Travifo prevents this to avoid losing participant files. Archive the edition instead if you no longer need it.