Secure Downloads and Expiry

Understand why generated files use controlled download links and why old files can expire.

Article guidance

Generated files can contain participant details, payment records, route information, ticket data, or operational notes. SmartGig therefore treats downloads as controlled records rather than permanent public files.

What secure downloads help with

Limiting access to users with the right organisation and permission.
Recording download activity where supported.
Avoiding permanent public URLs for operational documents.
Allowing old generated files to expire when they should not remain available forever.

How to share outside SmartGig

Download the correct current export first.
Share it through your organisation's approved email, file, or contractor handover process.
Avoid forwarding private SmartGig links unless the recipient is meant to use that controlled access path.

Who can access files

Access depends on organisation membership, role permissions, and the module that produced the file.
A file visible to an owner may still be hidden from a user with limited event or module access.
If someone outside the organisation needs a copy, share the downloaded export through your approved process.

If a download is unavailable

Check whether the document status is completed.
Check whether the file has expired.
Regenerate the export if the module supports it.
Check your role has access to the document or module.