Approve, Reject, and Replace Documents

Make clear document decisions and keep version history useful for staff and participants.

Article guidance

Uploaded documents can pass through scanning and review before they count as approved. Your review decision tells SmartGig whether that document satisfies the event requirement.

Approve when

The file is the correct document type.
The document is readable and complete.
The expiry date, if required, is suitable for the event.
The document belongs to the participant or organisation it claims to cover.

Reject when

The wrong document was uploaded.
The file is unclear, incomplete, corrupt, or not acceptable.
The expiry date is missing where required.
The document has expired or will not be valid for the event.
The document does not appear to belong to the participant.

Replacement behaviour

Participants can upload replacements through their portal.
Staff can upload a document on behalf of a participant from the event compliance tools.
Version history keeps earlier uploads and review decisions visible.
Rejected documents should include a practical note explaining what needs to be fixed.

Good review notes

Say what was wrong with the file, not just that it was rejected.
Mention the document type or expiry problem when that is the issue.
Keep the note factual because participants or future reviewers may rely on it.