Uploading documents your planner requested
The planner may have asked you to upload one or more files (an insurance certificate, a contract, a headshot, a brief), and if so the request shows up on your link as part of a Requests card above the timeline. This article walks through how the upload works, what file types and sizes are accepted, and what to do if something goes wrong.
Where to find the request
Open your link. Above the timeline, look for a card titled Requests. Inside the card, each request the planner has asked you for appears as its own row.
Upload requests look like a row with a cloud icon, a label (for example, "Public Liability Insurance Certificate") a short description if the planner included one, and either a Required or Optional badge.
If you don't see a Requests card, the planner hasn't asked you for anything. There's nothing to do.
How your files are kept secure
Files you upload through 1pm are sent over HTTPS encrypted and stored in a private cloud container that's encrypted in storage.
You don't get a direct download URL for the file you just submitted; the upload is one-way from your side, and the planner's view of the file goes through an authenticated download on their own account.
That means even if someone got hold of your crew link, they couldn't pull your previously uploaded documents back out through it.
Crew uploads on 1pm are protected by two-factor authentication on the planner side. Any planner who creates an upload request must have 2FA enabled, and they can't turn it off while requests are outstanding.
How to upload
Tap the request row. On a phone, this opens your device's file picker. Choose the file from your photos, your files app, your cloud drive, or wherever you keep it.
After you pick the file, it uploads to 1pm. You'll see the filename appear under the request with a size badge and a small delete button. That's it. The planner sees the file on their end straight away.
You don't need to email or message the file separately. Once it's uploaded, it's stored against your record on the event and the planner can download it directly.
Accepted file types
The four formats 1pm accepts are:
PDF documents. The usual format for insurance certificates, contracts, briefs, riders, and signed paperwork.
PNG images. Good for screenshots, logos, and certificates that came as an image.
JPEG images. The usual format for photos: headshots, sample shots, reference images.
WebP images. Less common but supported.
Other formats (Word documents, Excel spreadsheets, ZIP archives, video files) aren't accepted. The most common workaround is to export the file as PDF and upload that. Most apps have a Print to PDF or Export as PDF option in their share menu.
File size limit
Each file is capped at 10 MB. That's enough for any reasonable PDF or photo. If your file is over 10 MB:
Compress the PDF. Most PDFs can be re-exported at a smaller size without losing quality you care about. On a phone, Adobe Acrobat has a Compress option. On a laptop, most PDF tools have a similar feature.
Shrink the image. If you're uploading a photo or a scanned document, reduce the resolution before uploading. A scanned certificate doesn't need to be 4000 pixels wide.
Split the file. If a multi-page document is too big as a single file and your planner has set a Max higher than 1, you can split it into multiple PDFs and upload them separately.
For files genuinely larger than 10 MB (raw video, high-res photo shoots), the upload won't accept them. Talk to the planner about hosting the file on Google Drive or Dropbox and sending them the link instead.
Required vs optional uploads
Each upload request has a Min and a Max number of files.
Min 0 means the upload is optional. You can submit nothing and the planner is fine with it (or it might be a "nice to have" rather than a hard requirement).
Min 1 or more means at least one file is required. You'll see a Required badge on the row. The planner is expecting this.
Max controls the upper bound. Max 1 means one file only. Max higher than 1 means you can upload multiple files. A progress badge like "1 of 3 files" appears once you start.
If you're not sure whether something is required, look for the badge. Required means the planner is expecting it. Optional means it's not blocking.
Expiry dates
Some uploads ask for an expiry date alongside the file. This usually applies to compliance documents that have to be current on the event date: Public Liability Insurance, Working with Children checks, food handler certificates, equipment safety certs.
If the request asks for an expiry, you'll see a date field next to the upload button. Enter the expiry date from the certificate. The planner sees the date next to the filename, colour-coded so docs expiring within 30 days warn and expired docs flag as errors.
If you enter the wrong expiry, delete the file and re-upload it. You can't edit the expiry on an already-uploaded file.
Replacing or deleting a file
After uploading, the filename appears under the request with a small delete button. Tapping it removes the file from your record on the event.
If you uploaded the wrong file (wrong version, wrong document entirely), delete it and upload the right one. The planner doesn't get a notification for either action; they just see the current state of the request the next time they look.
There's no version history; deleted files are gone. If you want to keep a copy of what you sent, save it on your own device before deleting.
What the planner sees
Every file you upload appears in the planner's view against your name on the event, with a link to download.
The planner gets a live update as soon as you upload, so you don't need to message them separately to say "I've sent it through".
Only authenticated planners within the Admin Area of 1pm can view your uploaded files (they cannot be viewed, downloaded or opened anytime from the run of show in any capacity).
When the upload doesn't work
A few common reasons an upload fails:
The file is over 10 MB. Check the size before uploading and compress if needed.
The file isn't one of the accepted formats. Convert to PDF.
You're on a flaky connection and the upload times out. Try again on better signal. If you're at the venue with poor reception, upload from somewhere with proper Wi-Fi.
You're in private browsing mode and the browser isn't handling the upload properly. Open the link in normal browsing mode.
Your phone's storage is full and the file picker can't open the file. Free up some space.
If none of those apply and the upload keeps failing, tell the planner. They can check whether anything's reaching their side.
When to upload
Earlier is better. Compliance docs, signed contracts, and anything the planner needs to forward to a venue or client should be uploaded as soon as you've got the request and the documents on hand. Some events have hard cut-offs (the venue won't let you load in without a current insurance certificate), and finding out on the day that an expired doc was rejected is no fun.
If the request is optional and time-sensitive (a song list, a headshot for the running order), do it whenever; just before the event is fine. If it's required and document-related, do it the same day the planner sent the request.
