Set up file uploads for participants

A file data field assigns supporting evidence or another document to a person. The global data structure defines the field; the participant form template controls the public request. A participant image is managed separately through the avatar.

Prerequisites and preparation

You need access to participant data fields and Design Manager, plus data structure editing enabled in the account plan. Global data structure editing requires administrative permissions. Use a free custom field slot and determine whether the document belongs to the contact person or every participant.

One file is intended per person and file data field. Plan separate custom fields for different document types. A CSV import does not upload files and does not offer file data fields for mapping.

Clarify activation, storage requirements and costs

Under Settings → Subscription, check whether your package includes the required data structure editing. Global activation does not yet mean a correctly linked file form field.
For each document type, define the permitted type and a suitable maximum file size. Estimate requirements from the expected number of people and documents actually needed.
Check your current account conditions and the account journal for agreed additional services. An activatable file field and a maximum upload size do not promise unlimited or free storage.
If you need a binding total usage figure, storage allocation or usage-based fee, clarify these details with support based on your account. An individual file on a profile does not provide a complete account storage statement.

Do not confuse participant file fields with Secure File Manager for offer materials. Assess their scope and purpose separately. For account charges, use the account journal.

Activate a file data field

Open Settings → Participant data fields.
Activate a free custom field slot and give it a clear name, such as ‘Proof of entitlement’.
Select File as the format.
Check order and visibility. Do not repurpose an existing slot that contains other stored values.

The data structure contains 30 custom field slots. Global activation alone does not add a public upload request to every design.

Configure upload in Design Manager

Open the Registration: Participant form template used in Design Manager.
Add a form field or edit the existing one. Connect it to the file data field.
Under File format, select the permitted type: image, video, PDF or all file types. For PDF evidence, specifically use PDF.
Initially set Minimum size in MB to 0 and define a Maximum size in MB appropriate to the purpose, for example 5 for PDF evidence. Clarify and check a mandatory minimum size with support before production use.
Set the label, help text and required status to suit the process.
For group bookings, check the Group participants setting. With a suitable Bootstrap 5.3 form, you can also request a field only for group participants.
If intended, enable Use VirusTotal and enter your corresponding API key. First check whether your organisation should use this external check for uploaded documents.

These options belong to the template used in each case. Check every active language and design variant, and both main and group participant forms.

Manage a file on an existing profile

Open the correct participant profile and its settings.
Find the active file data field.
If no file is stored, upload the desired file and wait for completion.
Open the saved file to check it.
To replace it, first remove the previous file and then upload the new version.

File fields are not offered in the initial person entry dialogue. Save the profile first and add the file afterwards. Download addresses are generated as needed; do not use them as permanent public document links.

Organise external certificates with expiry dates

For personal external evidence, use a file data field and, if needed, a separate date field such as ‘Evidence valid until’. One file is maintained per person and file field. Several document types needed simultaneously require separate fields; a replacement upload is not an additional certificate archive.

Plan a file field and its associated validity date for each evidence type. Consider the total available custom field slots.
Upload the file to the correct profile and enter the date from the actual evidence.
Internally define a responsible person and a regular review date. A note can record the next check.
For reminder emails, use only an actually configured task process with an appropriate date, recipient and checked template.
On renewal, first check retention of the previous evidence, then deliberately replace file and date.

Upload does not extract an expiry date from the file and alone creates no renewal reminder. A participation PDF generated in edoobox is also not automatically stored there simply because this file field exists. Creating a certificate and managing external evidence are separate processes.

Check results and typical errors

Check or error	Procedure
Upload missing from the public form	Check global File format, active visibility, widget mapping, template used and group participant setting.
Type or file size rejected	Compare actual file format and configured maximum size. Initially use minimum size 0; clarify implausible limit messages with support.
A file already exists	Check the correct profile and field. To replace it, deliberately remove the existing file; do not create a second profile.
Upload interrupted	Read the error message and reload the profile. First check whether the file was already assigned successfully before uploading again.

Check with a small suitable PDF, an oversized file and an unapproved type. After an individual and a group booking, open the respective profiles: the document must be in the correct field for the correct person. A successful booking alone does not confirm the desired file assignment.

Example: Evidence for each registered person

A company registers three employees; the contact person does not participate. The ‘Proof of entitlement’ field is requested for the actual participants. After the trial booking, the administration checks all three profiles. Shared evidence on the contact person does not replace the individual files.