Shared library

For: Suppliers Where to find it: Sidebar → Shared Library

The Shared Library is where you store and organise supporting files — images, brochures, fact sheets, menus, floor plans, videos, and any other supporting documents that agents need alongside your rates and agreements. Organise them into folders like you would in Google Drive or Dropbox.

Sharing is deliberate. Every file and folder has its own Who can view setting, and a file you've just uploaded is not visible to anyone outside your team until you say so. Agents only ever see what you've shared with them, in their Partner Documents page. See Shared documents (agent view) for what that looks like from their side.

What you'll see

Across the top of the page:

A breadcrumb trail showing where you are in the folder tree (e.g., "Shared Library > Marketing > 2025 Season").
Three stat cards: total files, total folders, and total storage used.
A Preview as agent button, which shows you your library exactly as one of your agents sees it.

Below that, a file browser lists the contents of the current folder — subfolders first, then files. Each row shows an audience label telling you who can currently see that item: Everyone, Private, 3 agents, 2 lists, or Shared rate.

You start with a few preset folders — Images & Videos, Fact Sheets, Insurance Documents, and Public. You can add as many of your own as you like.

Who can view

Open Who can view from a file or folder's menu (right-click, or the three-dot menu on the row) and pick one of four options:

Same as the folder it's in — the item follows whatever the folder above it is set to. This is what new items start on.
Everyone I'm connected to — every agent you have an accepted connection with, including ones you connect with in future.
Only the agents I choose — pick individual agents, connection lists, or a mix of both.
Only me — private. Nobody outside your team can see it.

Two rules govern how this works:

Settings flow downwards. A file with no setting of its own follows its folder, which follows its parent folder, and so on.
The nearest setting wins. Setting an audience on an item overrides whatever it inherited, for that item and everything beneath it.

At the very top of the tree there is no setting, so anything you haven't shared and haven't put in a shared folder is private. That's what makes a new upload safe by default.

The Public folder

The preset Public folder is the shortcut for "I don't mind who sees this". Everything in it is visible to all of your connections, and its Everyone I'm connected to setting can't be removed or narrowed — that's the whole point of the folder. Drop marketing imagery, current brochures, and general fact sheets in there and you never have to think about audiences again.

Files shared through a rate

Some files get their audience from a rate sheet rather than from you directly — a fact sheet attached to a rate, and any property, room, or service images you add on the rate review screen. Those show Shared rate as their audience and are visible only to the agents that rate was shared with. See Sharing rates.

Common tasks

Create a folder

Click New Folder.
Type a name.
Choose Who can view for the folder, or leave it on Same as the folder it's in.
Save.

The new folder appears at your current location. Folders can be nested as deep as you need.

Upload files

Click Upload Files (or drag files directly onto the folder).
Pick one or more files.
Choose Who can view. This starts on Same as the folder it's in, so a file dropped into a private folder stays private and a file dropped into Public is immediately visible to all your connections.
Confirm, and wait for the upload progress to finish.

You can upload multiple files at once. Common formats — images, PDFs, Office documents, videos — are all accepted.

Change who can view something

Open the menu on the file or folder and choose Who can view.
Pick an option. If you choose Only the agents I choose, search for agents and lists and tick the ones you want — the search box matches on organisation name, contact email, and country, so agents with similar names are easy to tell apart.
Save.

The change takes effect immediately. An agent who loses access stops seeing the file straight away; an agent who gains access sees it the next time they open Partner Documents.

Pick Only the agents I choose and tick a connection list instead of individual agents. Lists stay live:

Add an agent to that list later and they get access automatically — no re-sharing.
Remove them from the list and their access goes away.
Deactivate the list and everyone in it loses access.

This is the low-maintenance way to handle groups like "European leisure partners" or "our top ten".

Apply a folder's audience to everything inside

Use this when a folder's contents have drifted into a mess of individual settings and you want them all to match the folder again.

Open the folder's menu and choose Apply to everything inside.
Read the warning. It tells you how many items inside have their own setting that will be replaced, how many of those are shared through a rate, and whether the result makes those files visible to more agents, to fewer, or to nobody at all.
Click Replace and apply.

This can't be undone. The individual settings you replace aren't recoverable — you'd have to set them again by hand. If the warning says files will become visible to more agents than can see them today, stop and check that's really what you want.

Move a file

Open the menu and choose Move to..., then browse to the destination folder and click Move Here.

If the file follows its folder and the destination has a different audience, Tourium warns you before the move ("Moving this will change who can see it — from X to Y"). A file with its own Who can view setting keeps that setting wherever you move it.

Preview your library as an agent

Click Preview as agent at the top of the page.
Choose one of your connected agents.
Browse. You see exactly what they see — nothing more.

This is the quickest way to answer "can they actually see the new brochure?" before you email someone to say it's there. If the preview is empty, that agent can't see anything in that folder.

Navigate folders

Click a folder to open it.
Click a breadcrumb at the top to jump back to an ancestor folder.

Rename or delete a file

Open the context menu on a file (right-click or use the three-dot menu on the row) and choose the action:

Rename changes the file name.
Delete removes it. There's no trash — deletion is permanent, and the file immediately disappears from every agent who could see it. If the file is being used as the fact sheet on any rate sheets, the confirmation tells you how many.
Download pulls a copy to your device.

Select several files at once

Each file row has a checkbox. Tick one or more files and an action bar appears showing how many are selected, with three actions:

Link… — set what the selected files are linked to (see below).
Delete — remove all selected files after a single confirmation.
X — clear the selection.

Folders can't be bulk-selected — only files.

Link files to properties and services

Linking tells Tourium what a file is about, so the AI can find it when answering questions or building itineraries. Open Link… (from the selection bar or a file's context menu) and choose:

All properties — the file applies to every property (e.g. a brand brochure).
All services — it applies to every service.
Specific properties & services — search and tick the exact ones it covers.
Leave everything off for Not linked.

Linked files show a Linked badge with a tooltip naming what they're linked to. You can change links any time with Edit links.

Linking is not sharing. A file linked to every property is still only visible to the agents its Who can view setting allows.

Check your storage

The stat cards at the top of the page show the total number of files, the total number of folders, and how much space you're using.

What agents can and can't see

An agent sees a file only if your Who can view setting on it names them — directly, through a connection list they belong to, through Everyone I'm connected to, or through a rate you've shared with them.
Files an agent isn't allowed to see are completely invisible to them. They don't appear greyed out or locked, there's no filename, no item count, no empty folder, and nothing in their search results. There's no "request access" button, so an agent can't ask for a file they can't see — they'd have to ask you directly.
Folders only appear to an agent if there's something inside they're allowed to see.
Access is checked every time they look, so it tracks your changes: revoke a rate share, deactivate a list, or switch a file to Only me, and it's gone from their view.

The Touri AI assistant follows the same rules — it won't show an agent an image they aren't permitted to see. See Touri Chat.

If you used the library before this change

Nothing you had already shared disappeared. Every file that existed when Who can view was introduced was set to Everyone I'm connected to, so your agents kept seeing exactly what they saw before.

That was applied to the files, not to the folders around them. So an existing folder didn't quietly become permanently public: the next file you upload into it still starts private, and you choose who sees it.

What to put in the library

Typical content:

Photography — hero shots, room photos, property exteriors.
Fact sheets — per-property detail sheets.
Policy documents — cancellation, safety, and child policies.
Brochures and menus — anything you'd normally email as an attachment.
Videos and virtual tours.

Tips

Set the audience on the folder, not on every file. Get "Marketing 2026" right once and everything you drop into it inherits the answer.
Use the Public folder for anything you'd happily hand to any agent. It saves a decision on every upload.
Reach for connection lists rather than ticking individual agents. Lists keep themselves up to date; a hand-picked set of agents doesn't.
Check with Preview as agent after any significant reshuffle, especially before you tell an agent where to find something.
Organise by brand, season, or property — whatever matches how agents will look for things.
Use clear file names. "Phinda-hero-sunset-2025.jpg" beats "IMG_0042.jpg" when an agent is scrolling for assets.
Deleting is permanent. Double-check before removing anything that might be irreplaceable — and remember deletion pulls the file out of every agent's view too.