The group event brief is 28 MB. The event planner asks: “Can you send me the floor plans?”
The sales team tries email. Outlook bounces. Too big. They zip it. Still too big. They split it into two files. Send them. The recipient gets both. One is corrupted. The whole back-and-forth eats two hours of a Tuesday.
Or worse: someone uploads it to a personal Dropbox, sends a link, and 18 months later that link is still public. No expiration. No audit. The floor plans of your hotel are still out there somewhere.
What File Transfer does
Upload the file. Get a link. Send it.
The link works for a configurable period — or until you revoke it manually, whichever comes first. After that: gone. No more orphaned shares living forever on someone’s hard drive. No more trying to remember which Dropbox folder you put it in.
External party gets what they need. The file expires when it should. The hotel keeps control of the data trail.
How it works
The team member opens File Transfer, drags or selects a file, and saves. The system generates a shareable link with an expiry date — by default a week, configurable per share. The link is sent to the recipient by email, chat, or however they prefer.
After expiry, the link returns nothing. Manual revoke is one click — same destination. Every transfer is logged: who shared, when, file name, expiry, and an audit trail. If a regulator or a partner ever asks “did you share file X with party Y,” the answer is in the audit log, not in someone’s email outbox.
Key capabilities
- Drag-and-drop upload with progress indicator
- Configurable expiry — a day, a week, a month, or custom
- Manual revoke at any time — kill a link before it expires
- Permission-gated — only authorized roles can share
- Audit log of every transfer (uploader, file, recipient hint, expiry, status)
- Size limits to prevent storage abuse
- Encrypted links — no public-bucket-by-mistake risk
Who it’s for
Sales teams sending event briefs and floor plans to corporate clients. F&B managers exchanging vendor menus and invoices. HR sending offer letters to candidates. Marketing forwarding press kits to journalists. Any hotel team that exchanges files with people outside the building — which is every hotel team.
If your team uses personal Dropbox or WeTransfer for work today (it does), File Transfer is the default replacement.
Why time-limited links are the point
Most file-sharing tools default to permanent links. That’s the wrong default. A floor plan, a contract draft, an internal pricing sheet — these don’t need to live forever on the open web. The whole point is: send it, they use it, it’s gone.
This is exactly the kind of detail you appreciate when something goes wrong with a partner you no longer work with. The link they had two years ago? Already expired. No follow-up needed. No “hey, can you delete that file we sent you?” emails. The system handled it.
The honest part
Hotels share files externally every single day. Event briefs, RFP documents, contracts, photos, vendor materials. Most of it goes through email, WhatsApp, or someone’s personal cloud. None of those were built for what they’re being used for.
This isn’t paranoid security thinking. It’s basic operational hygiene — and the kind of thing that becomes obvious the moment a data privacy question lands on the GM’s desk.
How do you handle file sharing with external partners today — email attachments, WeTransfer, or something safer?