SmartGig handles uploads from public forms, participant portals, and staff upload tools. Files can be scanned before staff review them so unsafe uploads do not quietly become part of the event record.
Typical upload path
File is uploaded
The participant or staff member selects a file and submits it.
File is scanned
SmartGig checks the upload where scanning is available.
Clean file becomes reviewable
Reviewers can then approve or reject the document based on content and expiry.
Unsafe or failed uploads are blocked
A file that fails safety checks should not be approved. The participant may need to upload a replacement.
What to tell participants
- Use a readable PDF or image file.
- Upload the correct document type.
- Add an expiry date when requested.
- Wait for review before assuming the document has been accepted.
- Replace rejected documents with the specific file requested in the rejection note.
If a file is unavailable
- Check whether scanning is still in progress.
- Check whether the upload failed or was blocked as unsafe.
- Ask for a fresh upload through the portal rather than moving files around by email.
If a participant says they uploaded a file but you cannot approve it yet, check whether it is still scanning or needs replacement rather than asking them to resend by email.
Compliance
Need cleaner trader compliance workflows?
SmartGig helps organisers collect insurance, food hygiene evidence, risk assessments, licences and other required documents while keeping approval status visible.
Related articles
Create Document Types
Create reusable document names such as insurance, licences, certificates, risk assessments, or other records your team needs to collect.
Set Required Documents for Participant Types
Choose which documents each participant type must provide and which documents are optional supporting information.
Review Event Compliance
Use the event Compliance tab to see missing, pending, approved, rejected, expiring, and expired documents in one working grid.