Requesting documents and chasing them
Name them in your own words
On the trip, Required documents is free text. Write what the organiser would actually say:
- Passport photo page
- Signed medical form
- Ski insurance certificate
Avoid system vocabulary. "Voucher" means nothing to a parent, and a label nobody understands is a label nobody acts on.
Each requirement takes:
- a label — the short name above,
- a description — one sentence on what is acceptable,
- an optional attached file — the blank form, when it has to come back signed.
How travellers send them
In their chat. A photo of a passport page or a PDF works; the file is filed against the right person and matched to the right requirement automatically. Your team can correct the match if it lands on the wrong one.
Group leaders and individual travellers can also use their portal link, which is easier for anything already on a laptop — see groups, leaders and rooming.
The chasing
Automatic, at 21, 10 and 4 days before departure, and only to travellers still missing something. Nobody who has sent everything is ever nagged.
The departure countdowns one and two days out repeat anything still outstanding.
Seeing where you stand
Trip → Documents is a grid: travellers down the side, requirements across the top. One glance tells you who is holding up departure.
Group leaders get the same view for their own group through their portal link — and they chase harder than you will. On a school trip this is the single most effective thing you can turn on.
Minors
The chasing schedule sits alongside every other automatic message in what the concierge sends, and when.
When a traveller has guardians, requests go to the guardian and the file is stored against the child.
Be aware of what a group leader can see: a leader's portal shows the documents of everyone in their group, including minors — not only their status. Put a traveller in their own group if their paperwork should not be visible to a group leader.