Set up and manage your dig from start to finish
This guide takes organisers through the complete Dig Maps workflow: creating the event, adding emergency and navigation information, mapping the land, collecting attendee registrations and releasing the private event details.
Organiser setup guide
Work through these steps in order when preparing a new dig or rally.
Create the event and complete the emergency information
Start from your Dashboard and create the event. Enter a clear event title, the start date and the number of days the dig will run. Once the event has been created, open Edit Event.
In Event Dates & Emergency Contact, enter:
- Emergency Contact Name – for example the organiser, rally control or first aider.
- Emergency Contact Number – a telephone number attendees can use on the day.
- Emergency Contact Note – any useful explanation, such as “Event organiser” or “First-aid point”.
Add What3Words and Google Maps navigation links
In Event Location Links, paste the event's What3Words URL and Google Maps URL. These links are made available with the private event details so attendees can navigate to the correct entrance, meeting point or parking location.
Locate the land and draw the detecting boundaries
Zoom into the event map until the fields and access points are easy to identify. Select the polygon icon on the map and click around the edge of the field or detecting area. Complete the shape to create the boundary.
Repeat the process for each separate field or detecting area. You can name areas, add notes, apply the relevant day colour or choose a white boundary where a day is not required.
Add check-in, parking, fields and facilities
Click the appropriate point on the map to add the locations attendees will need during the event. Depending on the event, these can include:
Give each pin a clear name and add any timing or notes that will help attendees understand what it is for.
Share the event registration link
In Share Event Registration, copy the Public Registration URL and send it to the people who have booked the dig. You can share this through email, your group, booking confirmation message or another communication channel you normally use.
The public registration page asks the attendee for their name and email address. It does not give them the private event location simply because they have the registration URL.
Attendees confirm their email address
After an attendee submits the registration form, Dig Maps sends them a confirmation email. They click the confirmation button to verify that the email address belongs to them.
Once confirmed, they are ready to receive the private dig details when you choose to release them. You can monitor this from Registered Attendees on the Edit Event page.
Choose when the private event details are sent
Under Share Event Registration → Delivery, choose the UK date and time when the private dig details should be emailed to all confirmed attendees. This lets you take bookings and registrations in advance without revealing the precise location until the time you decide.
In Registered Attendees you can monitor:
- how many registrations are waiting for confirmation;
- how many people have confirmed;
- how many event-detail emails have been sent; and
- any failed deliveries that may need attention.
You can also use Export Sent Attendees PDF to create a printable list for check-in or general use on the day.
Use Advanced: Manual Invitations when needed
At the bottom of the Edit Event page, open Advanced: Manual Invitations when you need to add someone without using the normal public registration process.
You can enter email addresses manually or upload a list. People added through this section receive their secure event/dig details right away rather than waiting for the scheduled registration delivery.
Ready to set up an event?
You can return to your dashboard to create or edit an event. If you run into a problem that is not covered here, contact Dig Maps and include the event name and a short description of what you are trying to do.