Uploading documents

If the planner has asked you to upload one or more files (an insurance certificate, a contract, a headshot, a brief), 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. Requests & uploads covers the other kinds of request that share the card.

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 to upload

Under the request there's a file picker and an Upload button. Tap the picker to open your device's file browser and choose the file from your photos, your files app, your cloud drive, or wherever you keep it, then tap Upload. Choosing a file does not send it: until you tap the button, the row says the file "is not uploaded yet" and the button reads Upload this file. It's two taps, not one; picking the file doesn't send it. On a request that takes more than one file you can choose several at once, and the button reads Upload these files.

The button shows a spinner while the file goes up. When it finishes, the filename appears above the picker with a green tick, a size badge and a small delete cross. 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. A large photo is made smaller on your device before it is sent, so a photo straight from a phone camera normally goes through and still reads clearly. PDFs are sent as they are. If your file is still 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 a scanned document is still too large, reduce its 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.

Daily upload limit

You can upload 30 files in one day. A file you upload and then delete still counts towards the 30. If you reach it, the page tells you, and you can upload more the next day.

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, and the row carries a counter badge ("0 of 3", then "1 of 3") from the start so you can see how many are still wanted. You can choose them all in one go, up to the number the row still has room for; files chosen together can total 10 MB between them. A request that asks for an expiry date takes one file at a time, because each document has its own date. A row set to Max 1 shows no counter; the tick and the Required or Optional badge already say everything.

Once you're at the Max, the file picker is replaced by "Maximum reached", and you delete one of the existing files to make room for another.

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.

Some required rows also carry a due date, such as "Due Fri 6 Nov". That is the day the planner needs it by, which is often well before the event. After that day the badge turns red and reads "Overdue", and you may get an email listing what is overdue.

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, and the Upload button won't work until you fill it in. Enter the expiry date from the certificate.

Once it's uploaded, the date appears as an "Exp" badge next to the filename, color-coded on your own view as well as the planner's: it fills in dark inside the last 30 days, and turns red once the date has passed. So you can check your own compliance docs at a glance without asking anyone.

If you enter the wrong expiry, delete the file and re-upload it. You can't edit the expiry on an already-uploaded file, and the card says as much: to send a newer version of a document that carries an expiry, delete the old file first, then upload the new one.

Renewing a document that is running out is simpler. Once the planner has approved a file you can no longer delete it, so from 30 days before its expiry date, or as soon as the planner has emailed you about the document, the row shows the upload box again with a line naming the file and its date. Upload the new one there. You do not need to delete the old file, and it stays on the row until the planner has checked the new one.

If the planner rejects a file

The planner reviews what you send, and if it isn't right they reject it with a reason. You'll usually get an email about it, though the planner can suppress that, so don't rely on the email as your only signal.

The top of your requests names each document that was sent back and still needs replacing, and clicking a name takes you to its row. On your link the rejected file stays where it was, with its name struck through, a red Rejected badge, and a box underneath headed "Why this file was sent back" carrying whatever the planner wrote. It's normally something specific: an out-of-date certificate, an unreadable photo, the wrong page of a multi-page document.

A rejected file no longer counts towards the request. The row goes back to showing as outstanding and the upload box reappears, even if you'd previously hit the Max. Fix what they flagged and upload the corrected version; there's no need to delete the rejected one first, and leaving it there keeps the reason on screen while you sort it out.

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. They can also delete files from their end (rare, but they might if a file came through wrong).

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".

How your files are kept secure

Files you upload through 1pm are sent over HTTPS and stored in a private cloud container that's encrypted at rest. 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. 1pm also validates the file at the moment of upload: the size cap, the declared file type, and the actual file contents (the leading bytes of the file, not just the file extension) are all checked, which stops disguised or malformed files from being accepted. Planner accounts can also turn on two-factor authentication for an extra layer of protection, which is worth doing for events where crew have uploaded compliance documents.

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. 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.