Managing Travel Documents

Why a Documents Tab

Travel involves a lot of paperwork: boarding passes, hotel confirmations, activity vouchers, passports and visas, travel insurance certificates, COVID test results, rental car paperwork, transfer confirmations, and the dozen other emails you get in the week before a trip.

Plan Harmony's Travel Documents tab centralizes everything in one place that everyone on the trip can access.

Where to Upload

Documents can live in two places:

Trip-Level Documents

Open the trip and click Travel Documents in the left nav. This tab lists every file associated with the trip, regardless of whether it's attached to an event. Uploads from this screen are "trip-wide" — they don't belong to a specific event.

Use this for documents that span the whole trip:

• Passport scans
• Visa approvals
• Travel insurance policies
• Booking confirmations for the full package (when an agency sends one)

Event-Level Attachments (Pro)

When you open any event on the calendar, the drawer has an Attachments section. Upload files here and they'll travel with the event — someone looking up the flight event gets the boarding pass right there.

Use this for documents tied to one event:

• Boarding passes (attached to the flight event)
• Hotel confirmations (attached to the accommodation event)
• Tour vouchers (attached to the attraction or experience event)

Event-level attachments are a Pro feature. On free trips, the Attachments section shows an upgrade prompt.

Both locations feed the same list: the Travel Documents tab shows every file on the trip, whether it was uploaded directly or attached to an event. For event-attached files, the Event column shows the event title so you can jump back to it.

Upload Limits

On a free trip, once you've uploaded 5 files the upload area hides and an upgrade card appears. Delete older files to make room, or upgrade to Pro.

Supported File Formats

Other formats (video, audio, archives) are not accepted.

Sharing and Downloading

Every guest on the trip can:

• Open a file in a new tab by clicking its name
• Download it by clicking the Download button on its row

Owners, organizers, and editors can also delete files. Viewers can download but not delete.

The public trip view (shared via public link) does not show travel documents — this protects you from accidentally exposing boarding passes or personal details when you share an itinerary with someone outside the trip.

Tips

• Attach at the event level when possible. A boarding pass attached to the flight event is easier to find than a trip-level file titled "boarding pass" — especially when you have four flights.
• Name files clearly before uploading. Plan Harmony preserves the original filename. "Hilton_Rome_Confirmation.pdf" beats "document_1.pdf".
• Convert tickets to PDF. Screenshots of boarding passes work but PDFs often scale better on mobile screens and contain the live QR code for scanning at the airport.
• Keep passport copies safe. If you upload passport scans, remember they're visible to everyone on the trip. For sensitive documents, consider storing them in a password-protected cloud drive instead.
• Clean up after the trip. Old boarding passes and vouchers clog up the tab. Delete expired documents once you're home.