Everything you need to get more from SmartGig.

A plain English guide to SmartGig as a connected event workspace for applications, participants, payments, documents, site plans, transport, stages, tickets, and event-day decisions.

Create a SmartGig organisation, choose a package, and understand the difference between your SmartGig subscription and event income.

Confirm your email address so account security messages, invitations, password resets, and operational notices reach the right inbox.

Find the correct SmartGig workspace when your account has multiple modules such as Trader Manager, Ticketing, Stage Manager, Site Plan, Transport, or Document Centre.

A practical first-event route for organisers who want applications, participants, payments, compliance, portals, and event-day records working without a messy launch.

Invite colleagues into your organisation workspace and give each person the smallest role that lets them do the job.

Join an existing SmartGig organisation from an invitation email and understand what to do if the link has expired.

Manage pending invitations when someone cannot find the email, the link has expired, or the person should no longer join the account.

Understand Owner, Admin, Event Manager, and Viewer before giving people access to live event records.

Build focused roles for finance, gate, compliance, site, transport, stage, ticketing, or management colleagues.

Change roles, deactivate users, reactivate users, remove users, and reset two-factor authentication for team members.

Use the event setup flow to create the central event record before adding applications, tickets, stages, site plans, or transport work.

Turn on Trader Manager, Ticketing, Stage Manager, Site Plan, or other event modules when an event needs those workflows.

Update event details, module setup, participant setup, pricing, forms, payment methods, branding, and review settings after creation.

Understand Draft, Open, Closed, In Progress, Completed, and Archived so the event lifecycle matches the real world.

Reuse a working event setup when dates, venue details, forms, pricing, or modules are similar to a previous event.

Create repeated event dates and manage applications, occurrences, participant availability, absences, and credits from the series workspace.

Set up the reusable participant structure used by applications, pricing, compliance, filters, portals, reports, and site plans.

Create participant records one at a time for invited participants, returning participants, or records you want ready before applications open.

Bring an existing spreadsheet or exported list into the participant directory with preview and validation.

Find participant records by name, business, email, type, flagged status, and compliance signal.

Use internal notes, flags, and merge tools to keep participant records useful across repeated events.

Add known participants to an event and move them through Applied, Approved, Confirmed, Rejected, or Withdrawn.

Use the erasure workflow when a participant record must be removed and ordinary tidy-up is not enough.

Decide whether participants are added by staff, apply through public forms, or use both routes for the same event.

Create, edit, pause, close, and share event-specific application forms for different applicant groups.

Ask clear questions, collect useful files, and avoid making applicants fight the form before your team even reviews them.

Review submitted applications, inspect answers and pricing, then approve, confirm, reject, or withdraw the participant record.

Collect expressions of interest before applicants are linked to a specific event.

Approve or reject general intake submissions and turn suitable applicants into reusable participant records.

Understand what approved and confirmed participants can do from their personal event portal link.

Help recurring participants understand selected dates, unavailable occurrences, payments, credits, and series-level event information.

Create reusable pitch, power, equipment, add-on, and extra charge lists for event pricing and application forms.

Build event totals from participant fees, selected dates, catalogues, discounts, coupons, VAT, and manual adjustments.

Create event coupon codes with fixed or percentage discounts, limits, status controls, and excluded catalogue items.

Choose bank transfer, PayPal, Stripe Connect card payments, VAT, and payment instructions for a specific event.

Connect Stripe in Settings > Payments so eligible participant portals and ticket checkout can take card payments.

Track expected income, collected income, outstanding balances, manual payments, Stripe payments, and refunds from an event.

Generate invoices, resend invoices, download copies, and chase outstanding participant balances.

Create reusable document names such as insurance, licences, certificates, risk assessments, or other records your team needs to collect.

Choose which documents each participant type must provide and which documents are optional supporting information.

Use the event Compliance tab to see missing, pending, approved, rejected, expiring, and expired documents in one working grid.

Make clear document decisions and keep version history useful for staff and participants.

Reuse approved, unexpired participant documents from earlier event work when they still satisfy the current requirement.

Understand why uploaded files can show as uploaded, scanning, clean, pending review, rejected, or unavailable.

Send email and SMS updates to selected event participants, Stage Manager crew, or Stage Manager performers without exporting contact lists.

Keep participant portal messages and staff replies attached to the relevant event participant record.

Publish load-in instructions, arrival changes, access notes, and other event-day information to participant portals.

Send participant-specific arrival information once status, payment, compliance, pitch, entrance, and timing details are ready.

Set up event-day scanner access, confirmed participant QR records, manual search, scanner app use, speed mode, and check-in safeguards.

Use Site Plans to map venues, place participants, draw infrastructure, manage rules, publish approved snapshots, and export the current layout.

Create an event layout with a map, image, or plain background and place participants, zones, labels, and infrastructure.

Handle the warning shown when another tab or team member saved the site plan before your draft could save.

Use plan status, health checks, and published snapshots so teams know which layout is official.

Open the read-only on-site view of the official published Site Plan snapshot.

Work through on-site reports, move requests, and manager-created object notes.

Add placement rules, run generated layouts, and review pitch assignments before the plan becomes operational.

Save a working venue layout and apply it to future events without redrawing the same site from scratch.

Choose the right site plan export for planners, suppliers, crew, emergency teams, mapping tools, or post-event records.

Understand the Transport workflow for fleet records, reusable contacts, route plans, fixed departure overrides, stops, optimisation, route review, shared calendar feeds, Current RMS imports with PDFs, and driver job sheets.

Create reusable driver, dispatch, event, supplier and site contacts for Transport without sharing those records with other modules.

Add vehicle records with payload, base location, availability, route limits, volume, and specialist features.

Create a transport plan with dates, vehicles, fixed departure overrides, start and end behaviour, overnight rules, and optimisation objectives.

Add drops and collections with addresses, reusable contacts, weights, time windows, linked stops, required features, notes, and access details.

Run route optimisation, inspect warnings, preview manual route changes, and save a reviewed dispatch plan.

Give each transport run a private driver link, email it when a saved driver is assigned, attach route documents, and make sure drivers have the right escalation contact.

Give warehouse and dispatch teams a live read-only calendar feed showing van leave times, drops, collections, van return times, driver details, dispatch contacts, and stop contacts for exported routes.

Connect Current RMS, import opportunities as transport stops, and choose which Current RMS PDFs should follow into the matching route.

Generate driver-ready PDF job sheets from reviewed transport routes with dispatch, driver, stop and route document context.

Use Stage Manager to manage act records, performer applications, technical profiles, production readiness, running orders, crew sharing, live show status, and exports.

Create reusable performer profiles with contact details, default timings, files, structured technical requirements, completeness checks, and field-level audit history.

Create public performer forms with deadlines, required questions, file uploads, structured technical fields, save/resume drafts, and accountless follow-up links.

Move performer submissions through review states, handle duplicate hints, merge details safely, and notify applicants without losing useful technical information.

Create stages, add lineup rows, record availability and production needs, and prepare the event for reliable scheduling.

Track guest-pass allocations on lineup rows, issue complimentary Ticketing passes, print credential sheets, record desk edits and reprints, and see check-in progress where the event uses Ticketing.

Track missing contacts, rider details, technical requirements, review ownership, overdue actions, event-specific overrides, and stale crew material after performer updates.

Queue call-time, accreditation-change, and production-review deadline reminders for performers or production contacts.

Schedule acts by stage, day, and time, then use validation, readiness checks, locks, holds, and review tools to build a version the team can trust.

Publish schedule versions, compare changes, restore safely, share public running-order links, and track live show status, check-in, variance, and notes.

Create scoped production packs, contact sheets, running-order change logs, public schedule exports, and Document Centre artifacts from published versions.

Create accountless, read-only crew links scoped by event, stage, day, and department, with expiry, passcodes, access logs, delivery records, stale-material warnings, and update-notification history.

Check the latest schedule, production packs, technician links, contact sheets, live view, stale indicators, and crew handover before the programme starts.

Work through missing modules, empty queues, blocked scheduling actions, stale exports, crew-link access problems, and public application issues before assuming data is lost.

Create the ticketing workspace from a central event, choose the right setup path, and prepare the public ticket page without opening sales too early.

Use the readiness checklist, preview, visibility settings, buyer policies, support details, and launch checks before opening public checkout.

Set up the tickets customers can buy, including prices, capacity, sale windows, schedule choices, add-ons, reusable passes, and entry windows.

Create discounts and checkout guardrails that match your event policy without making the public basket confusing.

Collect useful buyer and ticket-holder information without making public checkout longer than it needs to be.

Understand what buyers see, how checkout reserves stock, how payment is completed, and how customers recover tickets after purchase.

Issue tickets from the organiser dashboard for box office sales, guest lists, sponsors, invoices, external payments, and payment-link reservations.

Use order detail, ticket detail, internal notes, ticket actions, payment links, and timelines to support customers after checkout.

Review attendees, filter ticket records, export gate lists, print ticket batches, use the scanner app, manually check in tickets, and inspect check-in history.

Prepare mobile scanner app access, gate assignments, scanning modes, override reasons, and event-day checks for ticket QR scanning.

Sign in with SmartGig or a scanner code, grant camera access, scan QR codes, use manual lookup, and choose normal or Speed mode for event-day entry.

Process eligible refunds, cancel orders, download receipts, resend buyer confirmations, retry failed Stripe refunds, and record recovery actions.

Track Stripe disputes, gather evidence, submit evidence to Stripe where available, and record local outcomes.

Use sales, attendance, gate, refund, promo, order, accounting, finance, and scheduled CSV reports to understand ticket performance.

Use the Ticketing dashboard to spot payment retries, refund work, disputes, near sell-out tickets, draft events, sale-window blockers, abuse signals, and operational health issues.

Understand ticketing audit history, setup audit, buyer lookup privacy, secure tokens, data exports, and ticket order retention reviews.

Short answers for common ticketing problems before sales, during checkout, at the gate, and after the event.

Find generated reports, invoices, tickets, site plan visuals and snapshot bundles, running orders, transport job sheets, statuses, and secure downloads in one place.

Understand queued, running, completed, failed, expired, regenerated, and downloaded export states.

Understand why generated files use controlled download links and why old files can expire.

Work out what to do when an export fails, stays queued, expires, or no longer matches the current event record.

Keep your name, email address, avatar, appearance preference, and password current.

Protect your login with an authenticator app and recovery codes.

Control notification preferences, unsubscribe where allowed, and revoke active sessions from devices you no longer use.

Choose which automated SMS scenarios can spend tenant SMS credits and understand low-credit alerts.

Manage the SmartGig subscription, package components, trial, service credits, cards, and subscription invoices.

Use account-level tools for audit history, tenant data exports, and controlled retention decisions.

Connect custom portal and email domains so public links and outbound notification email use your organisation domains.

Choose the right SmartGig module for the work in front of you.

Work through package access, module activation, event setup, and role permissions when a page or button is missing.

Separate SmartGig subscription billing from participant fees, ticket sales, invoices, Stripe Connect, refunds, and finance exports.

Correct the record without making the event history worse.

A practical readiness checklist for participant-led events, ticketed events, stage programmes, site plans, and transport runs.