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Participant Directory 10 July 20265 min read

Erase Participant Profiles

Use the erasure workflow when a participant profile must be removed and ordinary tidy-up is not enough.

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Participant erasure is controlled because profiles can be connected to events, applications, documents, notes, payments, invoices, communications, site plans, scanner history, and audit context. Removing the wrong profile can create a bigger admin problem than keeping it.

When erasure is the wrong tool

  • Use correction when the profile is right but one field is wrong.
  • Use merge when two profiles represent the same participant and both contain useful history.
  • Use withdrawal or rejection when the person is not attending a specific event but their directory profile should remain.
  • Use notes or flags when the team needs context but the profile is still operationally valid.

Before you start

  • Check whether the participant is linked to open or in-progress events.
  • Review documents, notes, payments, invoices, event history, and messages.
  • Consider whether a merge, correction, or flag would solve the problem without erasure.
  • Use the preview to understand what is linked before confirming anything.

How erasure works

1

Open the participant profile

Find the participant in the directory.

2

Start the erasure workflow

Choose the data removal or erasure action.

3

Review the preview

SmartGig shows linked data and warns if active event work blocks the request.

4

Confirm only when appropriate

If allowed, the profile is scheduled for deletion with a recovery window.

Approve erasure only when you are satisfied it will not damage current event operations, finance history, compliance review, or audit needs.

Keeping trader details tidy across events?

SmartGig connects trader applications, participant profiles, documents, payments, approvals and arrival state so your team is not rebuilding the same list every event.

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