Guide Documents

Overview

The Guide Documents menu is a dedicated module used for storing, managing, and distributing documents needed by guide teams during daily operations. Each document can be associated with an agency, marked for guide teams, and optionally shared with customers. The page displays all uploaded files in a structured table, allowing users to quickly identify, edit, or remove guide-related materials.

Access to this menu is restricted. It is available only for the following user types:

• Guide Master

• Guide Teams

• Sales Ledger

Users outside these roles will not see or access the Guide Documents module.

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Purpose

The Guide Documents module ensures that all guides and relevant administrative teams have easy access to the latest and most accurate information for each destination or operation. Its main purposes include:

• Centralizing storage for guide-related materials (destination guides, operational instructions, excursion descriptions, safety documents, etc.)

• Ensuring guide teams receive consistent and up-to-date documentation.

• Allowing selected documents to be shared with customers when needed.

• Improving workflow efficiency by enabling quick updates, replacements, or removals of outdated documents.

By providing a structured and controlled environment for guide documentation, the system helps maintain operational accuracy, brand consistency, and communication across teams.

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Instructions

1. Access the Guide Documents Menu

1. Log in with a user account that has one of the following roles: Guide Master, Guide Teams, or Sales Ledger.

2. Navigate to Guide Documents in the main menu.

2. Document List

Each entry in the table includes the following fields:

• Photo – Displays a preview image or a placeholder if no image is uploaded.

• Agency – Shows the agency to which the document belongs.

• Document Title – Clickable name of the document; opens the file.

• Description – Additional information or notes about the document.

• Upload Date – The date the document was added.

• Guide Team – The user who uploaded or last managed the document.

• For Customers – Indicates whether the document is visible to customers (green checkmark = visible).

• Actions – Icons for deleting the document.

3. Upload a New Document (only for Guide Teams)

1. Click the Create button.

2. Fill in the required fields:

   • Document Title

   • Agency

   • Document Title

   • Description (optional)

   • Guide Team (usually defaulted)

3. Upload the file and optional preview image.

4. Choose whether the document should be visible to customers.

5. Save the document.

4. Edit an Existing Document

1. Click the edit icon next to the document.

2. Update the title, description, file, or visibility settings.

3. Save your changes.

5. Delete a Document

1. Click the trash icon next to the document.

2. Confirm the deletion. &#xNAN;Note: Deleted documents cannot be restored.