Overview
Admins can now create a “File Upload” custom question type to request documents like Certificates of Insurance (COIs), floor plans, or other supporting materials from reservers. This feature enables institutions to collect and organize critical files directly within the reservation approval workflow.
Prerequisites
The following roles can create and manage file upload custom questions:
- Event Coordinators (for buildings and spaces they oversee)
- Facilities Managers (institution-wide access)
- Platform Admins (institution-wide access)
Creating a File Upload Custom Question
- Navigate to Settings → Custom Questions for the relevant building or space
- Click Create New Question
- Enter a question title (e.g., “Certificate of Insurance”, “Floor Plan”)
- Select File Upload from the question type dropdown
- Configure accepted file types by checking one or both categories:
- Images: PNG, JPG, JPEG, GIF, WEBP
- Documents: PDF, DOCX, DOC, PPTX, PPT, TXT
- Select whether the question is Required or Optional (defaults to Optional)
- Review the auto-generated helper text, which displays the list of accepted formats to reservers
- Click Save
Notes:
- At least one file type category must be selected
- Helper text is generated automatically based on your selections and cannot be customized
- Maximum file size is 10MB (fixed and not configurable)
Accepted File Types and Limits
| Category | Formats | Max File Size |
|---|---|---|
| Images | PNG, JPG, JPEG, GIF, WEBP | 10MB |
| Documents | PDF, DOCX, DOC, PPTX, PPT, TXT | 10MB |
Reservers will see the accepted formats in the helper text when answering the question.
Reviewing and Downloading Uploaded Files
Viewing Files in the Approval Workflow
File upload questions appear in the reservation approval summary by default. When reviewing a reservation:
- Navigate to the reservation detail view
- Locate the file upload custom question
- View the uploaded file details:
- Original filename
- File size
- Upload timestamp
- Download button
Downloading Files
- Click the Download button to download the file with its original filename preserved
- Image files display a thumbnail preview. Download to view full-size
- Document files display a file type icon with the filename
Unanswered Optional Questions
Optional file upload questions that have no file uploaded display “No file uploaded”.
Access and Visibility
Downloaded files remain visible to authorized users on historical reservations indefinitely.
Replacing or Deleting Files on a Reservation
Admins can replace or delete files directly from the reservation detail view after initial submission.
Replacing a File
- Navigate to the reservation detail view
- Locate the file upload custom question
- Click Replace
- Select the new file (same file type restrictions and 10MB max apply)
- Click Save — the new file replaces the old immediately
Deleting a File
- Navigate to the reservation detail view
- Locate the file upload custom question
- Click Delete (only available if the question is marked Optional)
- Confirm the deletion
Notes:
- File changes are logged in the reservation audit trail
- Old files are permanently deleted from storage when replaced
- Files cannot be deleted if the custom question is marked Required
Deleting a File Upload Custom Question
- Navigate to Settings → Custom Questions for the relevant building or space
- Locate the file upload question
- Click the Delete icon
- Confirm the deletion
Important: This is a soft delete. The question is deactivated and no longer appears for new reservations, but:
- Existing reservations retain all uploaded files and answers
- Files remain downloadable on historical reservations
- The audit trail is preserved
Access Control
The following roles can access and download uploaded files:
| Role | Access |
|---|---|
| Event Coordinator | Files from reservations in buildings/spaces where they are listed as an approver |
| Facilities Manager | Files from all reservations across the institution |
| Platform Admin | Files from all reservations across the institution |
| Reserver | Files from their own reservations only |
Troubleshooting
File upload fails with “File type not accepted”
Ensure the file format matches one of the enabled categories. Check the helper text for the allowed formats.
“File exceeds maximum size” error
The file is larger than 10MB. Compress the file or request a smaller version from the reserver.
Files are not visible in confirmation emails
File upload questions are included by default. If files are not appearing, verify that the custom question has been saved properly and that the question is marked as non-optional or has a file uploaded.
Cannot delete a file marked as Required
Delete is only available for optional questions. If the question is required, an admin can replace it with a placeholder file or request a change to the question settings.