Each optimised transport run has its own private driver portal link. The portal gives the driver the run summary, vehicle details, stop order, timings, stop contacts, access notes, loading notes, dispatch contact, route warnings, load order, and any clean quote PDFs or imported Current RMS PDFs attached to that run.
When you assign a saved driver contact to a route, SmartGig emails that driver their private portal link automatically if the contact has an email address and the portal link is active. The route card shows helper text so dispatchers know when an email will be sent and when a driver has no email address.
Before sharing a link
- Save route review so the run matches the dispatch plan.
- Create or choose the saved driver contact you want linked to the route.
- Check the driver contact has the right email address if you want SmartGig to email the portal link.
- Check the dispatch contact is the person drivers should call for collection, delivery, access, or timing issues.
- Add a phone number where possible. If no number is available, explicitly continue without one for that plan.
- Attach quote PDFs or import selected Current RMS PDFs to the right run and wait for scanning to finish before relying on them.
Share a run
Open the route plan
Go to the Routes tab and find the run card.
Assign the driver
Choose a saved driver contact from the Driver picker. If the driver has an email address, SmartGig queues the portal link email automatically.
Use Driver pack
Copy the portal link, open a preview, regenerate a link, revoke a link, or attach quote PDFs and imported route documents from the run card.
Respond to the contact prompt
If the dispatch contact phone is missing, add it or continue without a phone number before sharing the link.
Share manually only when needed
Use Copy link when you need to send the private link yourself, resend through another channel, or share it with a trusted transport team member for that run.
Automatic driver emails only happen when the assigned driver changes to a saved contact with an email address. Saving the same driver again does not keep re-sending the link.
Regenerate or revoke a driver portal link if it was shared with the wrong person. Revoked links stop opening.
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.
Manage Transport Contacts
Create reusable driver, dispatch, event, supplier and site contacts for Transport without sharing those records with other modules.
Manage Fleet Vehicles
Add vehicle records with payload, base location, availability, route limits, volume, and specialist features.