Before you switch on every module, map the work you are already doing. A good SmartGig setup usually starts by naming where the current mess lives: one spreadsheet for applicants, another file for payments, inbox labels for decisions, a PDF map, a route sheet, a running order, and a few private notes nobody wants to admit are important.
Map the current mess
- List each workflow your team relies on, such as applications, payments, compliance, arrival details, site placement, ticket sales, transport runs, stage schedules, or exports.
- Write down where that workflow lives now: form builder, spreadsheet, shared inbox, payment provider, ticketing tool, map file, route planner, drive folder, or staff memory.
- Mark which details change often and which details must be trusted on event day.
- Note who owns the decision today, especially for approvals, refunds, document review, site sign-off, driver dispatch, and running-order changes.
Choose the SmartGig home for each job
- Use Core Event Workspace for dates, venue, modules, team activity, setup progress, and generated documents.
- Use Trader Manager for participant applications, profiles, compliance, participant payments, portals, communications, arrival details, and QR check-in.
- Use Ticketing for public ticket pages, buyer orders, payments, refunds, attendees, ticket PDFs, and gate scanning.
- Use Site Plan when layout decisions depend on live participant details, pitch choices, zones, infrastructure, or published maps.
- Use Transport when vehicles, stops, timings, driver links, route review, Current RMS imports, or job sheets need their own workflow.
- Use Stage Manager when performers, technical details, stages, lineups, running orders, production packs, or crew links need to stay current.
Turn the map into setup
Start with one real event
Use a current or near-future event so the setup choices are grounded in actual applications, pricing, documents, routes, schedules, or ticket rules.
Build the reusable basics first
Create participant types, document types, catalogues, payment methods, team roles, and module access before sharing public links.
Move only useful data
Bring across fields the team will search, review, invoice, place, route, schedule, scan, or report on. Leave old clutter behind.
Test public workflows
Submit a test application, try a portal link, preview checkout, export a plan, or generate a route sheet before real people rely on it.
Agree the handover view
Decide what gate, site, finance, transport, stage, and management teams should use when the event is live.
What not to move yet
- Do not import every old spreadsheet column just because it exists.
- Do not create modules for work the event does not actually need.
- Do not copy unclear internal shorthand into public forms, ticket pages, driver notes, or performer messages.
- Do not open public links until pricing, terms, payment wording, document requirements, and support details have been checked.
If a spreadsheet column cannot answer who, what, when, where, how much, what status, or what happens next, it probably needs a rethink before it becomes SmartGig data.
Setting up cleaner event operations?
SmartGig gives event teams one workspace for applications, payments, documents, transport, site plans, stages, ticketing and event-day operations.
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