Can I keep copies of my customers' passports and visas in the travel agency software instead of in paper files?

Yes, in most cases you can attach passport copies and visa documents to a customer record or to a booking, so the paperwork sits with the file rather than in a drawer. The usual way it works is that you upload a scan or a clear photo while you are taking the booking, and then anyone on your team who opens that booking can view it or download it again later when an airline, a hotel or an embassy asks for it.

What you can upload and how much you can keep depends on your plan, so it is worth asking us before you start scanning years of old files. Most setups accept ordinary document and photo files, and very large scans sometimes need to be reduced in size before they will upload properly. If visa work is a big part of your business, tell us roughly what sort of volume you handle and we will confirm which plan fits.

The part that needs real thought is who should be able to open these documents. Passport and visa details are sensitive, and the rules in your country may also limit how long you are allowed to hold them after the trip has finished. Many agencies set the permissions so only the staff who genuinely need the document can see it, and they remove it once the booking is closed. We can walk you through how those permission settings work, but the decision on how long to keep anything is yours and should follow your local law.

Before you move your paper files across, check with us which file types and sizes your plan accepts, and agree a simple rule with your team about who may view a document and when it gets deleted.