Manage Notes, Flags, and Duplicates
Use internal notes, flags, and merge tools to keep participant records useful across repeated events.
Article guidance
Directory hygiene matters because participant records are reused. A clean record gives your team history, context, and fewer awkward surprises when a familiar participant applies again.
Use notes for context
- Add practical internal notes about special arrangements, access needs, previous issues, or decisions.
- Keep notes factual and useful. Avoid private opinions that do not help the team run the event.
- Use notes to explain why a flag exists or why a decision was made.
Use flags for attention
- Flag records that need review before approval, invitation, or payment follow-up.
- Use flagged-only filtering before major application reviews or event setup work.
- Remove the flag when the issue is resolved so the directory stays useful for current attention items.
Merge duplicates carefully
- Open likely duplicate records: Compare email, business name, event history, notes, and documents.
- Choose the record to keep: Keep the record with the best history and cleanest details.
- Confirm the merge: SmartGig keeps linked history on one cleaner participant record.
- Review the result: Check notes, type, business name, and event history after merging.