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Compliance & Documents 10 July 20264 min read

Carry Documents Forward

Reuse approved, unexpired participant documents from earlier event work when they still satisfy the current requirement.

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Carry-forward avoids making returning participants upload the same valid document again. It is useful for insurance, licences, and certificates that remain valid across several events.

When carry-forward is available

  • The same participant has an approved document of the required type.
  • The document has not expired.
  • The document is suitable for the current event requirement.
  • The document is available to the event compliance view.

When to ask for a fresh upload

  • The old document expires before or during the event period.
  • The event needs a different certificate, policy level, licence area, or named insured party.
  • The file is hard to read or missing pages.
  • The previous approval note does not give enough confidence for the current event.

Carry a document forward

1

Open the event Compliance tab

Find the missing document cell.

2

Check available previous documents

SmartGig offers carry-forward only when it finds a suitable approved document.

3

Review the old document

Check expiry, coverage, and relevance before using it.

4

Confirm carry-forward

The document is linked into the current event compliance view.

After carrying forward

  • Check the participant now shows the expected compliance state for the current event.
  • Leave or review notes where the previous approval needs context for this event.
  • Ask for a fresh upload if expiry, coverage, named party, or readability is not good enough for the new event.

Carry forward only when the document still meets the current event requirement. If the event needs a newer or different file, ask for a fresh upload.

Useful next guides

Review event complianceApprove, reject and replace documentsSecure uploads and file scanning

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