SmartGig is event transport planning and route manager software for teams that need vehicles, crews, routes, loads, timings and driver handover to agree before the wheels start moving.
Event transport is more than addresses. It is vehicles, crews, loads, access notes, time windows, fixed departure commitments, collections, deliveries, suppliers, driver days, quote PDFs, Current RMS documents, and last-minute changes that do not care about your beautiful spreadsheet.
SmartGig keeps transport planning inside the event workspace, then turns approved routes into clear driver job sheets and private driver portals.
SmartGig event transport planning visual showing vehicles, route stops, time windows and driver job sheets
Transport planning for event teams
Transport Manager gives event planners and logistics teams one place to build the transport plan, review it, and hand drivers a version that does not require decoding the office brain.
Plan collections, deliveries, suppliers, crew moves, equipment drops and event-site logistics.
Keep transport context connected to the event, document centre and wider SmartGig workspace.
Target the practical work behind transport manager software, event logistics software and route planning for events.
Vehicles, crews, loads and time windows
Transport plans work better when the system understands the vehicles and the rules before the first stop is added.
Manage vehicle registration, payload, volume, crew size, base location, availability, and specialist features.
Set plan dates, operating windows, driver-day limits, overnight rules, per-vehicle fixed departures, start and end locations, and operational constraints.
Import Current RMS opportunities where the logistics work starts outside SmartGig, then choose the attached and prepared PDFs to bring across.
Capture stops properly
A postcode alone is not a transport brief. SmartGig stores the detail drivers and planners actually need.
Add collections, deliveries, contacts, references, addresses, access instructions, time windows, priorities, service times, weights, volumes, and load notes.
Keep event-manager context, selected Current RMS PDFs, quote PDFs, and route-specific documents tied to the plan.
Review the route before sending it, because surprises are charming in films and less charming at loading bays.
Route optimisation
SmartGig helps sequence stops across vehicles and days, then gives planners warnings where the real constraints are fighting each other. Useful. Occasionally humbling.
Optimise routes across vehicles, collections, drops, time windows, fixed vehicle departure times, loads, and dates.
Surface warnings when an accepted fixed departure means not every timing parameter can be met.
Rework routes when new stops, changed windows, unavailable vehicles, or extra load requirements appear.
Transport manager software for events
General route planners usually optimise a list of addresses. Event transport manager software needs to understand the event context around those addresses: suppliers, crew, kit, time windows, fixed departures, documents and the handover drivers actually use.
Keep routes connected to event records, document centre outputs and operational notes.
Use route versions and warnings so planners can see where constraints are being stretched.
Share scoped driver access without creating full organiser accounts.
Driver job sheets and private portals
Approved routes become practical handover material for drivers and dispatch teams, not just a pretty route sequence hiding in the planner.
Generate PDF job sheets with stop order, timings, contacts, access notes, selected route PDFs and loading context.
Share private driver portal links for scoped route access without creating full user accounts.
Rotate or revoke route links when the plan changes or access should be closed.
Current RMS import support
Where equipment and opportunity detail starts in Current RMS, SmartGig can bring useful job context and selected PDFs into the transport plan instead of making planners copy it by hand.
Import Current RMS opportunities into transport plans.
Review attached and prepared PDFs before linking them to the relevant stops or routes.
Keep selected Current RMS material available in driver-facing route documents where appropriate.
When to use event logistics software instead of a spreadsheet
A spreadsheet can hold the first version of the plan. It struggles when the team needs live changes, route review, driver handover, selected PDFs and event context to stay aligned.
Use SmartGig when collections, deliveries, crews, suppliers, vehicles and documents all need to stay tied to the event.
Use generated job sheets and driver portals when the approved route needs to leave the office cleanly.
Use the wider event workspace when transport depends on site, stage, ticketing, trader or supplier decisions.
Why spreadsheets break down for event transport
A transport spreadsheet can look calm right up until one vehicle is unavailable, a time window shifts, a load note changes and a supplier asks which driver has the latest sheet.
Route plans, documents, driver links and generated sheets stay attached to the plan version.
Warnings and review steps make awkward constraints visible before the plan is shared.
Transport pages link back into the wider event workspace, so logistics is not off doing its own mysterious thing.
Keep exploring the connected bits.
SmartGig works best when the workflows around the event talk to each other. Wild concept. Quite useful.
Bring the messy version: the application process, ticket flow, site plan, route sheet, stage schedule, or spreadsheet you would rather stop nursing back to life.
