Approve, Reject, and Replace Documents

Uploaded documents can pass through scanning and review before they count as approved. Your review decision tells SmartGig whether that document satisfies the event requirement.

Approve when

• The file is the correct document type.
• The document is readable and complete.
• The expiry date, if required, is suitable for the event.
• The document belongs to the participant or organisation it claims to cover.

Reject when

• The wrong document was uploaded.
• The file is unclear, incomplete, corrupt, or not acceptable.
• The expiry date is missing where required.
• The document has expired or will not be valid for the event.
• The document does not appear to belong to the participant.

Replacement behaviour

• Participants can upload replacements through their portal.
• Staff can upload a document on behalf of a participant from the event compliance tools.
• Version history keeps earlier uploads and review decisions visible.
• Rejected documents should include a practical note explaining what needs to be fixed.

Good review notes

• Say what was wrong with the file, not just that it was rejected.
• Mention the document type or expiry problem when that is the issue.
• Keep the note factual because participants or future reviewers may rely on it.