Participant Passports

How Passports Work in ServiceReef

Everyone wants to know how applications work, as you should!  Passport data is critical to your management of short term international trips.  Let’s unpack just a few things about how Passports work in ServiceReef.

Before we begin, please note that passport information can be updated at any time in the user's profile.   To do so, have them log in to ServiceReef, then go to their Update Profile area to see the "Passport" link.  They can update their information, add a new passport image, etc.

If a user updates their passport information on their profile, that information is immediately visible in the application (provided you used the "Passport" section in your application creation - More Information).  

Quick summary:

• Passport data is collected as part of an application (trip or master)
• Passport data is a specific type of application question you can add to any form template/application
• The Passport application field captures the applicants name, information, and image
• Participants can update their Passport data from their personal profile
• Passport data is encrypted in our database for everyone’s security

What does the user see?

The following screen will appear when entering passport information, either on the application or within the user's profile page.  Even if the passport information is expired, some data is worth collecting as it won't change (e.g. DOB, etc), but the fields and what is required to fill out for the user will change upon their initial selection.

Previewing Passports

Once a user uploads their passport information, the trip admins can see an icon next to the user's name on the Team Participants page.  This is a great way to quickly make sure the information is uploaded/accurate and visually indicates which participants may not have updated their passport information yet.

There are two times in which you will not see a preview when viewing participants for your trip:

1. If the user has never uploaded an image... the missing icon is your indication that the user is either applying for a passport, or has no file uploaded as proof of their passport.   Once they get their passport, they can just update the fields on their profile and it will pull everything into your trip automatically.
2.  If the user uploaded a PDF... in this case, the icon still appears (since the user uploaded the "proof" of their passport), but there is no way for us to allow you to "preview" a PDF (yet).  We might look to add that later if we can find a technology that allows it, but in the meantime, the pop-up will indicate that the image can't be previewed and you need to download it to see it (and there is a download button right there to click).