Event Documents

Attach documents to an event — briefing packs, site maps, risk assessments — and they become instantly available to every crew member working that event via the mobile app.

Overview

When you link documents to an event, crew members see a Documents Available notification on the Jobs screen of their mobile app. Tapping it opens a list of all attached files, which they can read or download on the spot.

Documents can come from two places: your team's media library (files already uploaded to IndieBase), or a new file you upload directly from the event page. Either way, the file ends up in your team library and is linked to the event simultaneously.

Auto-Linked Documents

IndieBase can link relevant documents to an event automatically, with no manual action required. When an event is created, the system searches your team's media library for any documents tagged with:

• A Venue tag matching the event's venue (e.g., "Venue: Silverstone Circuit")
• An Event Type tag matching the event's type (e.g., "Type: Motorsport")

Any matching documents are linked to the event instantly. If you have a site map tagged "Venue: Silverstone Circuit" in your media library, it will be waiting in the event's Documents section the moment the event is saved — no further steps needed.

Auto-linking only runs when an event has its type set. If your event has no type selected, no auto-linking will occur. Venue matching is an additional bonus on top — if your event has no venue, only the event-type tag is used for matching.

Refresh Links

If you tag new documents in the media library after an event has already been created, those documents won't be auto-linked retroactively. To pick them up, use the Refresh Links button.

Refresh Links appears in the top-right corner of the Documents section header and is visible to team admins and owners only. Clicking it re-runs the same auto-link logic against the current state of your media library. When it finishes, a toast message tells you how many new documents were linked — or confirms that no new matches were found.

For details on how to tag documents with venue and event-type tags, see the Team Media Library guide.

Before You Start

• You must be a team owner or have the admin role to manage event documents.
• To upload new files directly from the event page, files must be under 20 MB each.
• Crew members can view linked documents without any special permissions — they just need to be set up on a crew for the event.

Accessing the Documents Section

Open the event you want to manage:

1. In the left-hand navigation sidebar, click Events.

2. Click on the event name to open the Event page.

3. Scroll down to the Documents section — it sits below the event admins panel.

   

The Documents section is only visible to team admins and owners. Crew members access documents through the mobile app, not the event admin page.

Linking Existing Files from the Team Library

If the document you need is already in your team's media library, you can link it to the event without re-uploading.

Step 1: Search for the file

In the Search team library to link existing files field within the Documents section, type part of the filename. Results appear as you type, showing files from your team library that aren't already linked to this event.

Step 2: Link the file

Click Link next to the file you want to attach. The file immediately appears in the linked documents grid below.

You can link as many files as you need — just repeat the search and link process.

Uploading a New File Directly to the Event

You can upload a file from the event page without going to the team media library separately. The file is added to the team library and automatically linked to this event at the same time.

Step 1: Select or drag your file(s)

In the Upload documents for this event area, either:

• Drag files from your computer and drop them into the upload zone, or
• Click the zone to open a file browser.

You can select multiple files at once.

Step 2: Review staged files

Selected files appear as a list below the upload zone. Check the filenames and sizes are correct. To remove a file before uploading, click the X on its row.

Step 3: Upload and link

Click Upload & Link to upload the files. Once complete, they appear in the linked documents grid and are also available in the main team media library.

Viewing Linked Documents

All files currently linked to the event are shown in the linked documents grid — a grid of cards showing the file icon or image preview, filename, and size.

You can download any linked file by clicking the download icon on its card.

Unlinking a Document

Unlinking removes a document from the event but does not delete it from the team media library — the file stays in the library and can be linked to other events in future.

Click the unlink icon on the document's card in the linked documents grid. The file is immediately removed from the event.

How Crew Members Access Documents on the Day

This is the part crew members need to know about.

When a crew member opens the mobile app and sets up their crew for an event that has linked documents, a Documents Available chip appears on the Jobs screen, just below the CREW button.

The chip shows how many documents are attached to the event — for example, 3 Documents Available.

Viewing and downloading documents

Tapping the Documents Available chip opens a panel on the right side of the screen listing all linked documents. Each document shows:

• A file type icon (colour-coded by type)
• The filename
• The file size
• A download button

Tap any document row to open or download the file. PDFs and images will typically open directly in the browser; other file types will download to the device.

Documents are downloaded fresh each time — you need an internet connection to access them. They are not stored offline.

Tips & Best Practices

• Tag documents in the media library before creating events. Auto-linking only runs at the moment an event is created (or when you click Refresh Links). If your venue and event-type tagged documents are in the library before you create the event, they'll be linked automatically with nothing to do.
• Use Refresh Links after updating your media library. If you add new documents to the library and tag them after an event is already set up, click Refresh Links on the event's Documents section to pull them in. It's a single click and shows you exactly how many new documents were picked up.
• Link documents before the event, not during. Getting your briefing packs and site maps linked in advance means crew members can review them before the day, not just on the day.
• Use the team library for reusable documents. Standard operating procedures, risk assessment templates, and venue site maps are good candidates for the team library — upload once, link to multiple events without re-uploading.
• Uploading from the event page is the fastest route for one-off documents. If a document is specific to a single event (a specific risk assessment, a one-off briefing), upload it directly from the event page rather than going via the team library.
• Keep filenames descriptive. Crew members see just the filename in the documents drawer. "site-map-silverstone-2026.pdf" tells them a lot more than "scan001.pdf".
• Let crew members know documents are available. IndieBase shows the chip automatically, but crew members need to have set their event in their crew setup — if they haven't selected the event, the chip won't appear. Remind crew to set their crew correctly at the start of the shift.

Troubleshooting

The Documents section isn't visible on the event page. The Documents section is only shown to team admins and owners. If you have the right role but still can't see it, try refreshing the page.

A document I uploaded isn't appearing in the linked grid. Check the upload completed successfully — large files can take a moment. If the upload zone has cleared and the file still doesn't appear, refresh the page. If the problem persists, try uploading again.

The "Link" button doesn't appear next to a file in the search results. A file only appears in the search results if it isn't already linked to this event. If you can't find a file, it may already be linked — scroll down to the linked documents grid to check.

I expected some documents to be auto-linked but they weren't. A few things to check. First, confirm the event has a type set — auto-linking does not run if the event type field is blank. Second, check that the documents you expected to be linked are tagged in the media library with either the matching Venue tag or the matching Type tag for this event. Finally, if the documents were tagged after the event was created, they won't have been picked up at creation time — click Refresh Links to run the auto-link logic again and pick up any newly tagged documents.

The "Documents Available" chip isn't showing for a crew member. Two things need to be true for the chip to appear: the event must have at least one linked document, and the crew member must have selected that event when setting up their crew. Ask the crew member to open their crew settings and confirm they've selected the correct event.

A crew member can't download a document. Document downloads require an internet connection — files are not cached offline. If the crew member is in a low-signal area, they may need to move to a better location or download the file before going into coverage blackspots.

I unlinked a document by mistake. Unlinking only removes the association between the document and the event — the file is still in the team media library. Go back to the event's Documents section, use the search field to find the file again, and re-link it.

Related Features

• Team Media Library — manage all your team's uploaded files, apply venue and event-type tags to enable auto-linking, and search PDF content
• Setting Up Your Crew — crew members need to select their event when setting up their crew for the Documents Available chip to appear