Home → Arctic Reservations → Getting Started: Configuring your Installation → Step 6: Files & Attachments
1.7. Step 6: Files & Attachments
Before creating trips, you should upload files related to those trips. For example, itineraries, brochures or packing lists can be uploaded to Arctic Reservations. Later, when sending marketing e-mails or trip details, you can easily include these attachments with the e-mail. In addition, if you use the reservation management module, guests can access relevant trip attachments through the guest-facing website.
To upload files, go to the "Settings" page under "Files" click the "Pencil" icon to access the "Files" page. To add files to your installation, click "Add Files" and then drag the files you want to upload into the window. Note, you can upload more than one file at a time. We recommend that you convert your files into Adobe PDF documents to ensure readability for your clients. If you use other formats, your guests may not be able to read the attachments unless they have the same software package as you. Most computer browsers regardless of operating system have the ability to read Adobe PDF documents, ensuring that your clients will be able to see and read all of the important information that you send them.
Once all of the files are in the queue, click "Submit" to upload the files to your installation. After the files have been uploaded you will be able to add them as attachments to trip emails, follow-up emails, invoice emails, etc. You will also be able to assign them to particular business groups that you have set up, as well as to specific trip types, trips and rental items that you create.
As new versions of attachments are released, you can return to the "Files" page and replace them by clicking the "Edit" button under the existing file.
This will take you to where you can select and upload the new version of the file.
Notice, you can also alter the name of the file and enter a description of the file. The "Description" box is great for keeping up with when the files were last updated. Once you click "Submit", Arctic will update all trip types, trips, rental items and email templates that use the file as an attachment.
Since attachments are often emailed to guests, we highly recommend that you do not upload any files over 500kb (ideally, they should be even smaller than that). Note that PDF's are a good format for sending trip information to guests, but can often be much bigger than needed (since they will embed high resolution images intended for printing). Adobe Acrobat includes functionality for reducing PDF size, or if you are generating a PDF from a Word document, we have some guidance on how you can ensure the resulting PDF is manageable.