Attaching a reference document to a request — Help

Sometimes a request only makes sense once the crew member has seen the document that goes with it. A photography release they have to read before they tick "I agree". A contract to sign before they upload the signed copy. A floor plan to look at before they confirm their setup. A reference photo of the uniform before they pick a size. The thing you're asking for lands properly only when the supporting document is right there beside it.

A reference document is a single file or link you attach to a request, so the crew member reads it right where they respond. It's the planner handing something over as part of the ask, rather than only collecting something back.

How it differs from the rest of Requests

The Requests feature is built around collecting things from crew: a file, some text, a choice. A reference document points the other way. It's something you give the crew member to read first. The two sit together on the same request, your document on top and their response box below it.

It's also separate from the event's own file area. A reference document belongs to the request and shows only there. It never appears in the top-level file list for the event, so attaching a contract to one request doesn't clutter the event's general file area, and the same document isn't sitting in two places at once.

Attaching a document

Open the event in the planner and find the request you want to attach to in the Requests section.

Each request carries a small attach control (a paperclip icon labelled "Attach a document or link"). Click it and you get three options:

Upload a file. PDF, PNG, JPEG, or WebP, up to 10 MB. Add an optional label if you want the crew member to see a friendlier name than the raw filename.
Add from Files. Pick a document that already lives in your account's Files library. This is the one to reach for when the same document goes out on every event: the standard safety induction, the site rules, your public liability certificate. Nothing is copied, so updating the file in Files updates it on every request pointing at it, and you never upload the same PDF twice.
Add a link. Paste a URL to something you already host (Google Drive, Dropbox, a SharePoint file, a page on your own site). You can give this a label too.

You can attach one reference document per request. That's deliberate. A request is a single ask, and one supporting document keeps it clear. If you need the crew member to read several things, either combine them into one PDF or split them across separate requests.

What the crew member sees

On their live link, the document shows inside the request as a button they can tap to open. Uploaded files open in a new tab; links go wherever the link points. It sits above the response box, so the natural reading order is: see the request, open the document, then respond.

Uploaded files are served through 1pm using the crew member's own secure link, so there's no separate login and nothing extra to share. Links open directly to wherever you pointed them, so make sure anything you paste is set to be viewable by the people you're sending it to.

Showing an image in place instead of behind a tap

When the document you attach is an image (PNG, JPEG, or WebP), a tap-to-open button is sometimes one step too many. If the picture is the instruction, the crew member should just see it. So for image uploads there's an extra option: Show image inline on every crew member's run of show.

You'll find it in two places, both on the planner side. When you first upload an image, a checkbox appears in the attach form. And once an image is attached, the same toggle sits next to it, with a small thumbnail so you can see exactly which picture you're switching. Tick it and the image renders directly on the crew member's card, in place, rather than as a button they open.

The option only shows for images. PDFs and links always use the tap-to-open button, because they're meant to be opened and read in full rather than glanced at.

When to turn it on:

A "required PPE" photo above the box where crew confirm they have the gear.
A site-access map, dock diagram, or parking sketch so the load-in route is on screen, not a tap away.
A uniform or dress-code reference before crew pick a size or send a photo back.
An induction or safety graphic crew should take in at a glance.

When to leave it off: anything that needs reading in full. A multi-page contract, a Terms and Conditions document, or a detailed floor plan is easier to take in opened in its own tab, so the tap-to-open button serves those better. Inline is for the picture that does its job the instant it is seen.

Removing or replacing a document

To take a document off a request, click the small remove control next to it on the planner side and confirm. To swap one for another, remove the current one and attach the new file or link. There's room for one at a time, so removing first is how you replace.

If you delete the whole request, or delete the event, any reference document uploaded to it is cleaned up along with it. Uploaded reference files don't linger in storage once the request they belonged to is gone.

A document added from your Files library works the other way round, because it isn't the request's file to delete. Removing it from the request, deleting the request, or deleting the event leaves the file untouched in Files, ready for the next event. It also works in reverse: Files won't let you delete a document while a request still points at it, and tells you how many events are using it, so you detach it first.

When to use a reference document

Reach for it whenever the ask only makes sense alongside something the crew member needs to see:

A Terms and Conditions or safety document above an "I have read this" acknowledgement.
A contract or release form to read before uploading the signed copy.
A floor plan, run sheet, or stage diagram to look at before confirming a setup or a position.
A reference image (the uniform, the branding, the table styling) before they pick an option or send a photo back.
A briefing note that gives the question context the crew member wouldn't otherwise have.

For documents you're sharing with everyone that aren't tied to a specific question, the event Files area or an attachment on the run of show is the better home. Use a reference document when it belongs to one particular request and should be read right next to it.