allows you to securely upload and share files with your team and clients. This central location for itineraries, brochures, and training guides ensures everyone has the latest information, reducing confusion and improving team collaboration. For example, you can instantly share updated tour guides with your team or personalised itineraries with clients.
Accessing this feature
Go to Files
How to use it
Uploading a File
Once you are in the Files section, click the Upload File button.
A window will appear, prompting you to choose a file from your computer. Select the file you want to share (PDF, Word document, photo, or video) and click Open or Choose.
A progress bar will show the file uploading. A confirmation message will appear once the upload is complete.
Adding File Details
After uploading, the file will appear in the list. Click the file name.
A panel will open on the side of the screen with file details. Add a clear Description to help your team or clients understand the file's purpose (e.g., "Spring Tour Itinerary - V2" or "Marketing Photos - Rainforest Adventure").
Assign the file to a specific Category (e.g., "Client Documents," "Marketing," or "Team Training") from the dropdown list to keep things organised.
Sharing Options
In the file details panel, locate the "Sharing Options" section.
To share with team members, click on "Add Team Member". A list of your team will appear, and you can select the colleagues you want to share with.
To share with clients, click on "Add Client", and select them from your client list.
To share the file more broadly, click "Generate Public Link". This creates a unique web address that anyone with the link can access. You can set an expiry date for this link for added security.
Setting Permissions
For each person or the public link, choose their access level:
View Only: They can see and download the file but cannot change it.
Edit: They can make changes to the file. Grant edit access only to trusted team members who need to collaborate on the document.
Your file is now securely shared. The people you have shared it with will receive a notification (if you have chosen to notify them) and can access the file directly from their Tourism Accelerator account or via the provided link.
Tips
Name files clearly using consistent naming conventions, including dates or client names (e.g., "Itinerary_Final_V3_June").
Use the Category feature to create categories like "Client Bookings 2024," "Marketing Assets," "Staff Training," or "Supplier Contracts" to keep your Files section neat and easy to navigate.
Use short, clear descriptions to save your team or clients time. For example, "New Brochure for Winter Wonderland Tours – use from 1st June."
Review permissions regularly, especially if a team member leaves or a project concludes, to ensure only authorised personnel have access to sensitive documents.
Need help?
For further assistance, contact us at [email protected]