Directory hygiene matters because participant records are reused. A clean record gives your team history, context, and fewer awkward surprises when a familiar participant applies again.
Use notes for context
- Add practical internal notes about special arrangements, access needs, previous issues, or decisions.
- Keep notes factual and useful. Avoid private opinions that do not help the team run the event.
- Use notes to explain why a flag exists or why a decision was made.
Use flags for attention
- Flag records that need review before approval, invitation, or payment follow-up.
- Use flagged-only filtering before major application reviews or event setup work.
- Remove the flag when the issue is resolved so the directory stays useful for current attention items.
Merge duplicates carefully
Open likely duplicate records
Compare email, business name, event history, notes, and documents.
Choose the record to keep
Keep the record with the best history and cleanest details.
Confirm the merge
SmartGig keeps linked history on one cleaner participant record.
Review the result
Check notes, type, business name, and event history after merging.
Do not delete records just because they look messy. If the record has operational, finance, compliance, or audit history, use merge or erasure review instead.
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
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Set up the reusable participant structure used by applications, pricing, compliance, filters, portals, reports, and site plans.
Add Participants Manually
Create participant records one at a time for invited participants, returning participants, or records you want ready before applications open.
Import Participants from CSV
Bring an existing spreadsheet or exported list into the participant directory with preview and validation.