Application review is where a public submission becomes either a real act record, an event lineup row, a request for more information, or a clear rejection. Treat this as a decision workflow, not just an inbox.
Review states
- Pending: the submission has arrived and has not been triaged.
- Needs info: the applicant must update missing, unclear, or changed details before the team can decide.
- Shortlisted: the act is being considered but is not yet committed.
- Offer sent: the organiser has offered a place and is waiting for applicant confirmation where that workflow is used.
- Confirmed: the applicant has accepted the offer and can be progressed into scheduling work.
- Approved: the act is accepted into the event workflow.
- Rejected: the submission is not going ahead.
- Withdrawn: the applicant has pulled out before final approval or scheduling completion.
Review a submission
Open the application queue
Use the Stage Manager dashboard or the event Applications tab.
Read the full submission
Check contact details, availability, preferred stages, answers, files, structured technical fields, and consent metadata.
Check duplicate hints
Look for matching act names, contacts, or event submissions before creating another directory record.
Choose the right outcome
Create a new act, link to an existing act, merge into an existing act, reject, shortlist, request more information, or send an offer as appropriate.
Choose merge fields carefully
When merging, decide field by field whether the directory value or incoming application value should win, and whether files should be kept, replaced, or merged.
Send or trigger the right notification
Applicants can be notified when received, needs info, shortlisted, offer sent, confirmed, approved, rejected, withdrawn, or when their published schedule changes.
What approval can affect
- The reusable act profile can be created or updated.
- The event lineup can receive availability, status, technical overrides, files, and production-review context.
- Follow-up updates can move a linked lineup row back to a review-needed state when technical information changes.
- Published running-order notifications can be sent to applicants when their scheduled information is first published or later changed.
If an application has useful new files or rider detail, do not reject the duplicate too quickly. Merge or link it so the production team does not lose the latest information.
Stage schedules
Building running orders for performers and crew?
SmartGig Stage Manager connects performer intake, technical details, stage rules, running orders, production packs and crew links.
Related articles
Stage Manager Overview
Use Stage Manager to manage act records, performer applications, technical profiles, production readiness, running orders, crew sharing, live show status, and exports.
Manage the Act Directory
Create reusable performer profiles with contact details, default timings, files, structured technical requirements, completeness checks, and field-level audit history.
Manage Performer Applications
Create public performer forms with deadlines, required questions, file uploads, structured technical fields, save/resume drafts, and accountless follow-up links.