Keep your crew informed and every incident on record

Reach only the people who need to know

Tick the groups a message is for: departments, people on the rota, all crew, volunteers, performers' teams, traders, press, sponsors or the people who answered one of your forms. Narrow each group by status, role, day, team or shift, so a gate change goes to Saturday's gate stewards and nobody else. A person in two groups gets the message once.

The teams working on your event are already in the dashboard, so you have no list to export and no group chat to keep up to date. Narrow the people who answered a form by your decision or by one of their answers, such as the volunteer applicants you accepted, or everyone who chose the bar team.

• Who gets it: all the teams working on your event, ready to tick
• Narrow each group: by status, role, day, team or shift
• People who answered a form: narrowed by your decision or by one answer

• Message the crew, volunteers and traders working on your event

Get the message out fast with templates and Fai's drafts

Start from a quick show-day message such as Weather hold, Gate change, Set time change, Running late or All clear. Or tell Fai what you want to say and she drafts it in your brand's voice. Add each person's first name, shift time, team, role or stage so the message feels personal, and send it by email, by text or both.

Under pressure, nobody wants to start a message from scratch. The templates use the words event teams use, with gaps marked for the gate, the time or the stage. Fai's draft gives you a starting point you can change before anything goes. When you tick a form's group, you can drop in each person's answer to one of its questions, such as the day they arrive.

When a set time on the run of show moves by a quarter of an hour or more, Fai suggests an email to the affected teams on the event's Today page. Nothing goes until someone on your team approves it.

• Quick show-day messages: weather hold, gate change, running late and more
• Ask Fai for a draft: say what you need and check her words
• Each person's details: first name, shift time, team, role or stage
• Email and text: one channel or both in the same message

Check who gets it, then send now or later

Before anything goes, you see who gets it by email and by text, and who is left out and why, such as a missing mobile number or a number that replied STOP. Send it straight away or schedule it in the event's time zone, and cancel a scheduled message any time before it goes. On show day, Message people also sits at the top of the show-day view.

If the group changes between your check and your send, such as new volunteers joining the rota, you see the new count and check again. The number you agreed to is the number that goes. Schedule the next morning's briefing the night before, and your crew get it at breakfast while you sleep.

• Check before sending: each person who gets it, by channel
• Send later: at the time you choose, in the event's time zone
• Cancel: a scheduled message, until it goes

See who got each message and resend to the rest

Open any message to see each person as sent, opened, on the way or not sent, and narrow it to the people who did not get it. Once it has finished sending, send it again to only those people. Open any crew member to see all the messages you sent them about the event.

When a steward says they never heard about the gate change, you can see what you sent them, when, and whether it reached them. Email replies go to your brand's email address, so a trader's reply reaches the people who can answer it.

• Delivery: sent, opened, on the way or not sent for each person
• Send again: only to the people who did not get it
• Messages to one person: everything you sent them about the event

Email your rota and lists to the team on schedule

Send the rota, run of show, advancing status, rooming list or pickups to the right people every day or every week, at the day and time you choose. Each person gets an email with a link and signs in to download the file, made from the list as it is at that moment. Make a file now whenever you need one, and pause or stop a schedule at any time.

The rota goes to the security lead, the rooming list to the travel team and the pickups to the transport manager, with no Monday spreadsheet run. Lists that hold people's names go only to owners and admins, and each file and download is recorded. If nobody you chose can still see a list, Ticket Fairy pauses the schedule and tells the owners and admins.

• Send regularly: every day or every week, at your time
• Your lists: rota, run of show, advancing, rooming list and pickups
• Signed-in downloads: a link to the file, never an attachment

• Send your event lists to your team on a schedule

Log an incident in seconds

Enter what happened, where, and how serious it is, and the report is in. The time is now and the reporter is you unless you change them, and you can pick the spot on your site map. The people involved go under more details, kept apart from what happened, where only your safety team can see them. Anyone on your event's team can also ask Fai from their phone to log an incident or add an update, and she waits for their yes first.

Each level of seriousness has a plain description, so a steward knows that danger to life is critical and a minor knock noted for the record is low. Mark a report sensitive and only your safety team and the person who reported it see it in full. Everyone else sees only that something happened, when and how serious it is. Medical, safeguarding and welfare incidents start sensitive, and each time someone opens a sensitive incident it is recorded.

• Three answers: what happened, where and how serious it is
• Pick on the map: the spot on your site plan
• Sensitive: on from the start for medical, safeguarding and welfare
• Report through Fai: for anyone on your event's team

• Report and handle incidents at your event

Alert your safety lead the moment something serious happens

When someone reports an incident as high or critical, or raises it to either later, Fai emails your safety lead and the event's owners and admins straight away. The email gives how serious it is, the type, where and when, and a link to the incident. It never says what happened or who was involved. If a critical incident is still open later, they get a second email and your team sees an urgent task to chase it.

Fai also checks your incident log every hour for patterns. When several incidents of the same kind happen in the same place close together, such as medical calls at the main bar, she drafts an email to your safety lead asking whether the area needs more cover. If you have not named a safety lead, she drafts a task instead, for your team to approve.

• Safety alerts: for each high or critical report
• Raised later: an incident made more serious alerts them too
• Patterns: the same kind of incident in the same place

• Run your whole site from one live control log

Let Fai sort each report while your team decides

Fai suggests each report's type and how serious it is, and the person dealing with it takes her suggestion with one button or keeps their own. Name who is dealing with it, move the incident from new to Being handled, then to resolved and closed, and add updates as things happen. Each step joins its timeline with who took it and when. Updates are added, never overwritten, so the record is ready for your debrief and your licensing officer.

The log puts what needs attention first, most serious at the top, with counts by status, so your duty manager sees at a glance what is open. Incidents are never deleted: you close one logged by mistake with a note, and you can reopen a closed incident. When the time comes, remove an incident's personal details. The people involved and the text of each update are cleared, while the record of who did what and when stays complete.

Each incident also helps you plan the next event. Fai looks at the incidents at your brand's earlier events when she drafts a risk register, so a kind of incident that keeps happening shows up on next year's register with the count beside it.

• Fai suggests: the type and how serious it is
• Next step: Start handling, Mark resolved, Close or Reopen
• What's happened so far: each step and update with who and when
• Remove personal details: the people and updates cleared, the record kept

• Plan for the weather and keep your risk register current