Approve and Publish Site Plans

Use plan status, health checks, and published snapshots so teams know which layout is official.

Article guidance

Site Plans can move through draft, review, approved, published, and archived states. Publishing freezes the current saved revision as the official snapshot, including plan health, review sign-off, and export metadata.

Plan statuses

Draft is the working layout while placement is still changing.
Review marks the plan as ready for checking by the team.
Approved records that the saved revision has been signed off internally.
Published freezes the official revision for shared outputs.
Archived keeps an old plan out of active workflow without deleting its history.

Before publishing

Save the canvas: Workflow actions use the saved revision. Save first if the builder shows unsaved changes.
Check active editors: If the workflow panel shows another active editor, coordinate before changing the layout. The warning is a soft lock, so it guides the team without blocking emergency edits.
Check blockers: SmartGig checks saved placement geometry server-side. Publish is blocked when hard issues such as placement collisions remain.
Review warnings: Warnings such as unplaced participants or a missing map boundary need deliberate confirmation before publishing.
Complete review sign-off: Sign off layout, access and safety, utilities and supplier handover, published outputs, and manager approval from the workflow panel. Approval and publish are blocked until required sign-off is complete.
Review the publish dialog: Confirm the saved revision, blocker count, warning count, and visible issue list before the publish request is sent.
Publish the revision: The published snapshot records who published, when, the plan revision, plan health, review sign-off, rules, and export metadata.

Where status appears

The event overview module row shows whether the Site Plan is draft, in review, approved, published, blocked, warning-heavy, or stale.
The row includes the saved revision and published revision where available, so teams can spot an outdated snapshot before opening the builder.

What publishing affects

Participant portals read location details only from the official published snapshot.
Participants see their own pitch reference, assigned zone, pitch size, assigned power point, nearby public facilities, arrival gate, setup window, access notes, contact point, republish change summary, published revision, and published timestamp where available.
Participants can request a location change from the portal; the request is stored with the published revision and appears in participant communications.
Organisers can manually queue arrival gate and setup window reminders for eligible participants, with cooldowns so reminders are not sent repeatedly by accident.
Trader Manager records when the participant has viewed the published location revision and shows the latest location change request for that revision.
Staff can open the published viewer from the event Site Plan tab or builder to search the official participant, infrastructure, and zone index on mobile.
Staff can report a map point or published plan object, add site photos, or request a move for planner review without editing the live layout from the viewer.
The builder shows open reports and move requests in the planner review panel, adds pins for mapped locations or requested moves, lets site-plan managers add threaded follow-up comments, notify assigned owners, set due-date actions, and resolve handled items.
The builder overview shows recent object changes between saved revisions, so review conversations can identify which participants, infrastructure, zones, or annotations changed.
The builder shows active Site Planner editors in the workflow panel so teams can coordinate around a soft lock before saving major layout changes.
Ticketing reads published entrances, gates, queue lanes, box office points, scanner locations, and relevant plan warnings for gate-team setup.
Ticketing buyer pages can show optional public attendee and accessibility maps, using only public-safe layers from the official published snapshot and the event accent colour.
Stage Manager reads published stage, backstage, FOH, audience, access, and production context for crew setup.
Draft changes do not appear in participant portals until the plan is reviewed and published again.