The participant directory is the reusable record of people or businesses your organisation works with. A participant can later be attached to events, applications, documents, payments, site plans, and communications.
How to add a participant
Open the directory
Use Participants or the terminology your organisation has chosen.
Choose Add participant
Open the manual record form.
Enter the core details
Name and email are required. Add phone, business name, participant type, and notes where useful.
Save the record
The participant is added to the directory and can be attached to events later.
What to add now
- Add the details your team will search by later: name, business name, email, and phone where available.
- Choose the closest participant type if the record will be used for event setup, pricing, or compliance.
- Add factual notes only when they help future staff understand a decision, access need, or known arrangement.
When manual records are useful
- Invite-only events where staff add known participants directly.
- Returning participants who should be ready before applications open.
- Records imported from conversations, sales work, or partner lists that still need manual checking.
- Participants who should not fill in a public form but still need a record for documents, payments, logistics, or check-in.
Manual entry is not second-class. For curated or invite-only events, it is often the cleanest front door.
Trader management
Keeping trader records tidy across events?
SmartGig connects trader applications, participant records, documents, payments, approvals and arrival state so your team is not rebuilding the same list every event.
Related articles
Create Categories and Participant Types
Set up the reusable participant structure used by applications, pricing, compliance, filters, portals, reports, and site plans.
Import Participants from CSV
Bring an existing spreadsheet or exported list into the participant directory with preview and validation.
Search and Filter the Directory
Find participant records by name, business, email, type, flagged status, and compliance signal.