Sign-and-return forms and templates
Some requirements are not "send us a photo of your passport". They are "print this, sign it, send it back". A requirement can carry the blank form itself, so nobody has to hunt for the PDF in an old email thread.
See Requesting documents and chasing them first for how requirements are created.
Attach the blank form
On the trip page, under Required documents:
- Add the requirement if it does not exist yet — type the label in the box (the placeholder reads e.g. Signed consent form) and press + Require.
- In the row that appears for that requirement, fill in the description field. The placeholder is Instructions for travellers (what exactly, how to fill it in…). It saves when you click away, not on a separate button.
- Press ⇪ Upload template to sign and pick the file. PDFs and images are accepted.
Once a template is stored the row shows a ⬇ download link with the file's own name, and the upload control becomes ♻ Replace template. Replacing swaps the file; travellers who have not downloaded it yet get the new one.
The description matters more than it looks. It is the only place you can say "both parents must sign" or "we need the page with the photo, not the cover", and it travels with the form to every surface where the requirement is shown.
What the traveller sees
On their portal page, under Required documents, each requirement shows its label, its description, and a ⬇ Download template button when one is attached. Below it is the list of people that link covers, each with a tick and received, or an hourglass and an 📤 Upload file button.
They download, sign, photograph or scan, and press 📤 Upload file on their own row. The page reloads with a tick. There is no login involved — see how travellers sign in and what a portal link opens.
Travellers can also send the signed file to the concierge in chat, which is what most people do from a phone.
Where the signed copy lands
A file uploaded through a portal is filed against the traveller whose row it came from, tagged with that requirement, and appears in Documents & vouchers on the trip. The requirement's chip in the status grid flips to a tick.
Two details worth knowing:
- The upload is only accepted for a requirement that exists on the trip, and only for a traveller that particular link covers. A group leader cannot upload for someone outside their group.
- The document type is inferred from the requirement label: labels mentioning a passport are filed as Passport, labels mentioning insurance as Insurance, everything else as Other. You can change the type on the document card afterwards.
Files sent through chat are matched to a requirement automatically. When the match is wrong, correct it on the document card — see documents and vouchers: who sees what.
Practical notes
- Keep one requirement per form. "Signed medical form and insurance certificate" as a single label gives you one chip that can only be complete or not, and no way to see which half is missing.
- Replacing a template does not invalidate forms already returned. If the form changed materially, remove the requirement and add it again under a new label so everyone is asked afresh.
- The blank template is served through a short-lived signed link, like every other file. Sharing a screenshot of the page does not share the file.
Missing items are chased automatically at 21, 10 and 4 days before departure, and repeated in the final countdowns. Nobody who has returned everything is contacted.