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Uploading Files with Reservations

Updated: Andrew Tat Edited:

Overview

When a reservation form includes a file upload question, the reserver can attach supporting documents during the booking process. This is commonly used for submitting required materials such as insurance certificates, floor plans, event budgets, or promotional materials. File uploads are managed directly within the reservation request form and can be modified afterward in My Reservations.

Prerequisites

  • Active user account with access to Room Reservations
  • A reservation form configured with a file upload question by an Event Coordinator

Uploading a File During Booking

  1. Navigate to the reservation request form — Complete the form as usual.
  2. Locate the file upload question — When present, the upload question displays a drag-and-drop zone and a “Browse files” button.
  3. Select a file — Either:
  • Drag a file directly into the upload zone, or
  • Click “Browse files” and select a file from the computer
  1. Review validation messages — The system immediately validates the file:
  • If the file type is not supported, an error message appears
  • If the file exceeds 10MB, an error message appears
  • If the question is required and no file is selected, an error appears when attempting to submit the form
  1. Confirm the file selection — Once valid, the selected file name displays with an option to remove or replace it.
  2. Submit the form — The file uploads automatically when the reservation request is submitted. A loading indicator shows progress during upload.

Supported File Types and Limits

CategorySupported FormatsMaximum Size
ImagesPNG, JPG, JPEG, GIF, WEBP10MB per file
DocumentsPDF, DOCX, DOC, PPTX, PPT, TXT10MB per file

Managing Uploaded Files After Booking

After submitting a reservation request, the reserver can view, replace, or delete uploaded files from My Reservations.

View or Download Files

  1. Go to My Reservations
  2. Select the specific reservation
  3. Scroll to the file upload question
  4. Click Download next to the file you wish to download

Replace a File

  1. Go to My Reservations
  2. Select the specific reservation
  3. Locate the file upload question
  4. Click the Replace button
  5. Select the new file — the same validation rules apply (file type, size limit)
  6. The system saves the replacement immediately

Delete a File

  1. Go to My Reservations
  2. Select the specific reservation
  3. Locate the file upload question
  4. Click the Delete button
  5. Confirm the deletion in the prompt that appears
  6. After deletion, the upload interface reappears for the question
  7. The deletion is logged in the reservation history

Troubleshooting

IssueSolution
“File type not accepted” errorCheck that the file format is in the supported list above. If the correct format is rejected, try re-saving or converting the file.
“File exceeds 10MB” errorThe selected file is too large. Compress the file, reduce image resolution, or split content across multiple files if allowed.
“Required question” error on form submissionA file upload question marked as required has not been completed. Select and upload a valid file before submitting.
Upload appears stuck or shows no progressWait a few moments — large files may take time to upload depending on internet connection. If the issue persists, try replacing the file with a smaller version.
Cannot see uploaded file after submissionRefresh the page or log out and back in. If the file still does not appear, contact support with the reservation ID.

Related Articles

  • Setting Up File Upload Custom Questions
  • Configuring Space Type Booking Policies

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