Compliance requirements are set on participant types. When that type is used on an event, SmartGig knows what documents to expect and can show missing, pending, approved, rejected, expiring, or expired states.
Set requirements
Open Participant Types
Choose the type you want to configure.
Open Compliance Documents
Tick each document type that applies to this type.
Choose Required or Optional
Required documents count towards compliance. Optional documents can be collected without blocking compliance.
Save the type
The requirements apply to future relevant event records and portal prompts.
Good setup choices
- Require documents only where they are genuinely needed.
- Use optional documents for helpful supporting files that should not block approval.
- Review requirements before opening public applications.
- Tell applicants what each document is and when it must be valid until.
Review after changes
- Open a test application or participant portal and check that requirements are understandable.
- Review existing event participants because new required documents may change their compliance state.
- Update any public guidance if participants need a specific certificate level, insurance value, or expiry date.
Adding a new required document can make existing participants non-compliant. Plan the change and communicate clearly.
Compliance
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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.
Review Event Compliance
Use the event Compliance tab to see missing, pending, approved, rejected, expiring, and expired documents in one working grid.
Approve, Reject, and Replace Documents
Make clear document decisions and keep version history useful for staff and participants.