Participant messages are most useful when they stay with the record they are about. A message about documents, arrival time, payment, vehicles, or pitch placement should be visible to the next staff member who opens that participant.
How conversations work
- Participants can send messages from their portal where messaging is available.
- Staff replies appear in the event conversation history.
- Each conversation is linked to an event participant.
- Replies can be emailed to the participant and recorded for context.
Before replying
- Check the participant status, payment, documents, pitch details, and recent messages so your reply matches the current record.
- Use internal notes for staff-only context and participant replies for information the participant should receive.
- If the same answer applies to a group, send a filtered event communication instead of repeating individual replies.
Reply to a message
Open Communications
Go to the event Communications tab.
Select the conversation
Choose the participant conversation from the list.
Read the recent history
Check what has already been said before replying.
Write a clear reply
Answer the question and include the next action if one is needed.
Send
SmartGig queues the reply and records it in the conversation.
Use replies for individual issues. Use a new event communication when the same message should reach a group.
Related articles
Send Event Communications
Send email and SMS updates to selected event participants, Stage Manager crew, or Stage Manager performers without exporting contact lists.
Post Logistics Updates
Publish load-in instructions, arrival changes, access notes, and other event-day information to participant portals.
Send Arrival Details
Send participant-specific arrival information once status, payment, compliance, pitch, entrance, and timing details are ready.