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Compliance & Documents 10 July 20264 min read

Create Document Types

Create reusable document names such as insurance, licences, certificates, risk assessments, or other evidence your team needs to collect.

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Document types are the labels SmartGig uses for compliance requirements, participant uploads, staff review, reminders, and carry-forward. They should be clear enough for participants and reviewers to understand without extra explanation.

Create a document type

1

Open Participant Types

Open a participant type and find Compliance Documents.

2

Choose Add document type

Enter the document name.

3

Choose expiry behaviour

Tick Has expiry date only when the document genuinely expires.

4

Save the document type

The type can now be attached to participant types as required or optional.

Naming advice

  • Use names participants recognise, such as Public Liability Insurance rather than PLI unless your audience expects the abbreviation.
  • Avoid creating several names for the same document.
  • Include the level or certificate type if the distinction matters.
  • Use expiry dates for policies, certificates, licences, or permits where the date affects acceptability.

Before adding another type

  • Search existing document types for duplicate or near-duplicate names.
  • Check whether the requirement should be split by participant type instead of creating a new document name.
  • Decide whether the document should expire before you attach it to participant types.

A tidy document type list makes compliance review faster, especially in the week before an event when reviewers need clear labels and fewer duplicates.

Need a clearer view of trader compliance?

SmartGig helps UK organisers collect insurance, food hygiene evidence, risk assessments, licences and other required documents while keeping approval status visible.

Learn more about trader compliance softwareExplore trader application software

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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.