Event-Level Reference Documents — Help Centre

Reference documents give your contractors access to supporting materials like site plans, brand guidelines, installation specs, and safety sheets. When you upload documents at the event level, every contractor on the event can view and download them.

Navigating to event reference documents

Open the event from your Dashboard.
Click the Reference Documents tab.

You see a list of all currently uploaded documents. If none exist yet, the page shows an empty state with an Upload button.

Uploading documents

On the Reference Documents tab, click Upload Documents.
Select one or more files from your computer. You can upload images (PNG, JPG, WEBP) and PDF files.
Click Upload. Each file appears in the document list as it finishes uploading.

You can upload up to 20 reference documents per event. If you need more, consider grouping related pages into a single PDF.

Managing uploaded documents

To rename, change category, or update the description of a document, click the Edit icon. Any changes flow through to every sign the document is linked to.
To remove a document, click the Delete icon. If the document is linked to any signs, you'll see how many — confirming the delete also removes the link from those signs.
Documents have no versioning. If you need to update a file, delete the old version and upload the new one.

Linking event documents to specific signs

When the same document applies to many signs (a generic install guide, an emergency contact sheet, brand colour standards), upload it once at the event level and link it to whichever signs need it instead of re-uploading per sign.

A document that is linked to one or more signs shows a Linked to N signs badge in the event documents list. To attach it to a sign, open the sign and use Add → Link existing. See Linking Event Documents to Signs for the full walkthrough.

Linking does not consume additional storage — the document remains a single file in the event's storage bucket no matter how many signs reference it.

How contractors access event documents

Contractors see event-level reference documents in the Reference Docs section of the event in their mobile app. Documents are cached for offline access, so contractors can view them even without a network connection on-site.

If you've linked an event document to specific signs, those contractors will also see the document on each linked sign's detail page — they don't see any difference between an uploaded sign-level document and a linked event-level one.

When to use event-level vs sign-level documents

Use event-level documents for materials that apply broadly — venue maps, brand guides, safety rules, or general installation instructions. If a subset of signs need the document but not all of them, link the event-level document to just those signs.

Use sign-level documents for materials specific to a single sign, like a detail drawing or mounting spec that won't apply anywhere else.