SmartGig creates different links for different jobs. Some are safe to publish widely. Some belong to one participant, buyer, driver, performer, crew member, or scanner device. Sharing the wrong link can create messy support work, expose details to the wrong person, or send people through the wrong workflow.
Link types you may use
- Application form links can usually be shared publicly once the form, pricing, terms, document requirements, deadline, and status are ready.
- Participant portal links are private to one event participant and should only go to that participant or an authorised contact.
- Ticket page links can be public, private, invite-only, or hidden depending on the ticketing visibility settings.
- Buyer order links and mobile ticket links are private customer links. Treat them like ticket access, not marketing links.
- Driver portal links and site technician links are operational links for scoped handover. Share them only with the intended driver, dispatcher, crew member, or production contact.
- Published site plan viewer links can be safe for a defined audience, but only if the published view and map audience are correct.
- Scanner codes are access credentials. Do not treat them as public links.
Before sharing
Check the audience
Decide whether the link is for the public, applicants, one participant, a buyer, a driver, crew, gate staff, or an internal team.
Open a preview where available
Check wording, status, prices, documents, ticket availability, map visibility, route details, or schedule scope before sending.
Check status and expiry
Draft, paused, closed, hidden, expired, revoked, or stale links can confuse recipients even when the URL is correct.
Use the right channel
Send private links through an approved email or direct message path rather than posting them in public channels.
Keep a note when useful
For operational links, log delivery or use the built-in delivery history where the module supports it.
If the wrong link was shared
- Pause or close the public form if applicants are entering the wrong workflow.
- Regenerate, rotate, or revoke private portal, order, driver, technician, or scanner access where the module supports it.
- Tell affected people which link to use next and whether they need to resubmit, retry payment, or ignore the old link.
- Check whether any applications, orders, messages, documents, scan attempts, route access, or crew access were created from the wrong link.
Never paste participant portal links, buyer order links, driver portals, technician links, or scanner codes into public social posts, open group chats, or shared documents unless that is deliberately the access model.
Managing trader or stallholder applications for a market or festival?
SmartGig helps you collect trader, stallholder and food vendor applications, review documents, track payments, approve applicants and run event-day check-in from one connected workflow.
Related articles
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Manage Event Application Forms
Create, edit, pause, close, and share event-specific application forms for different applicant groups.
Build Event Application Questions
Ask clear questions, collect useful files, and avoid making applicants fight the form before your team even reviews them.