Transport Contacts are a reusable directory inside the Transport module. They are separate from Trader Manager participants, Stage Manager acts, and Stage Manager production contacts. Use them for the people your transport team repeatedly adds to plans, routes and stops.
Contact roles
- Driver: people assigned to route runs and driver portal links.
- Dispatch contact: the person drivers should call for timing, collection, delivery or access issues.
- Event contact: an event-side logistics or production contact who may be useful on a plan or stop.
- Supplier / site contact: the person attached to a warehouse, supplier, venue, gate, depot or delivery point.
- Other: useful transport contacts that do not fit the main roles.
Where contacts are used
- Plan dispatch contact: choose a saved dispatch or event contact and SmartGig copies the current name and phone onto the plan for job sheets and driver portals.
- Route driver: choose a saved driver contact on a route. If the selected contact has an email address and the driver portal link is active, SmartGig emails the driver portal link automatically.
- Stop contact: choose a saved supplier, site, event or other contact and SmartGig copies the current name and phone onto the stop for route review, job sheets, driver portals and calendar entries.
- Transport calendar feed: exported route events include driver, dispatch and stop contact names, phone numbers and email addresses where available.
Create or update contacts
Open Transport Contacts
Use Transport > Settings > Transport Contacts.
Add the contact
Enter name, role, organisation, email, phone and notes. Driver email is important if you want SmartGig to email portal links automatically.
Use the contact in a plan
Open a route plan and choose the saved contact for dispatch, a route driver, or a stop contact.
Archive stale contacts
Archive old contacts instead of deleting operational history from previous plans.
Snapshot behaviour
- Saved contacts make future setup faster, but route plans keep copied name and phone values so old exports and one-off contacts still make sense.
- Editing a directory contact later does not rewrite old delivery or export snapshots automatically.
- Manual fallback fields still work when a contact is only needed once.
Keep the directory practical. Create contacts for people the transport team will reuse, especially drivers, dispatch contacts and regular site or supplier contacts.
Transport planning
Need a better way to plan event transport?
SmartGig Transport helps event teams assign vehicles, reuse driver and dispatch contacts, optimise routes, email private driver route links, generate job sheets and share calendar feeds.
Related articles
Transport Overview
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.
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