Give Everyone Who Works Your Event the Right Pass, Approved and Ready Before the Gates Open

Bring In Everyone You Already Confirmed

Your crew list, your volunteer rota, each act's advance, your approved traders and your approved press already say who is working your event. Ask Fai to bring them in and she adds your crew, confirmed volunteers with a confirmed shift, each act's travel party and guest list, approved traders' staff and approved press to the pass list. Nobody is typed in twice, and nobody gets a pass until you issue it.

Anyone the lists do not cover, such as a visiting director or a council officer, you add by name with their email, role, organisation and pass type. Leave out the email and the pass comes to you to hand on. When an act corrects a name on their advance, a pass that is still waiting takes the new name by itself, and an issued pass offers the new name so you can send a fresh pass in one step.

Fai brings people in while you carry on with other work, and selecting it again later never adds anyone twice. On a large festival, that turns a week of copying names between spreadsheets into a list you check and issue.

• Bring in people: crew, volunteers, acts, traders and press from the lists you keep
• Add someone: any other name, with their role and organisation
• Nothing sent until you say: every person waits until you issue the pass

• Issue accreditation passes for your event

Keep Every Guest List and Department to the Size You Agreed

Group passes by department, act, trader or team, and give each group its passes allowed, the time names close and one pass type for everyone in it. A headliner's guest list stays at the number in the deal, the bar crew stays at the number you budgeted, and a name added after the cut-off waits for your decision, marked as late.

When you issue, passes over a group's allowance are held back and the dialog says why, so a long guest list never slips through unnoticed. Raise the allowance or issue anyway when you agree to it. Guest list places on an act's advance are the same pass group, so the number the tour manager sees on their advance link and the number in Accreditation are always one number.

• Pass groups: crew, an act and their guests, a trader's staff or the press
• Passes allowed: the allowance each group can fill
• Names close: late names wait for your decision

• Advance Every Act Without Chasing Email Threads

Decide Exactly What Each Pass Opens

Add your zones, such as Backstage, Production, Artist village or Press pit, each with a colour printed as a band on the badge. Then give each wristband or badge its zones, the days it works, the hours from and until, its meals per day and whether it includes parking. Your meal desk reads those meals, and your staff gates check those zones, days and hours on every scan.

Pass types come from the wristbands and badges on your event's Credentials page, so a crew wristband, an all-areas laminate and a guest list band each carry their own access. Leave every day unticked for a pass that works on every day of the event. Where one person needs more, such as a stage manager who needs the build day too, change the zones or days on that one pass, and the door sees the change on the next scan.

• Zones: each with a colour band on the badge
• Days and hours: when each pass type works
• Meals and parking: meals per day and a parking space on the pass

• Feed Every Crew Member and Know What Every Meal Cost

Send Passes Your Door Team Scans Like Tickets

Issue the passes and each person gets theirs by email as a free guest ticket of their pass type. Your door team scans it in the check-in app they already use, and every scan shows the zones, days, hours, meals and parking on the pass. There is no second system to learn and no separate list at the gate.

Issue every ready pass together, or tick a few and issue only those. Change a pass's group, role, zones, days or parking after it is issued and the door sees it on the next scan. Cancel a pass and its ticket is refused at the door; issue it again when the person is back on the team. Each pass keeps its history, so you can see who issued, changed or cancelled it and when.

• Passes by email: each one a named guest ticket of its pass type
• One scanning app: passes and tickets scanned the same way
• Cancel and issue again: a cancelled pass is refused at the door

• Hand Out Every Pass Quickly and Keep Each Zone for the People Who Belong There

Print Photo Badges People Recognise at a Glance

Upload a photo on the pass, or send the pass holder a photo link they open on their phone to add their own photo without making an account. Tick the passes and print A6 lanyard badges or CR80 cards. Each badge carries the name, photo, zones, days, meals and entry code, with the zone colours across the top, so a steward can tell from across a corridor where the wearer can go.

Print badges before you issue, for a pack you hand out on build day, and they print without an entry code until the pass is issued. Outside teams add their own people's badge photos on their page, and your desk team can take a missing photo with a phone camera while the person waits.

• Photo links: pass holders add their own photo with no sign-in
• A6 or CR80: lanyard badges or cards from the same list
• Zone colours: the band on each badge shows where it opens

Let Every Outside Team Name Its Own People

Security firms, caterers, suppliers, sponsors and newspapers usually send their names late, each in their own spreadsheet. Give each organisation an allowance of passes, a pass type and a date names close, and email its contact a page of their own with no sign-in. They add people one by one, paste a list or choose a CSV or Excel file with no template, add badge photos and follow each pass from waiting to sent.

The contact opens the page on any phone or computer in their own language, and the people they brought to your brand's last event are offered back in one tap. Each row in Outside teams shows how many passes have names, what is still needed and whether the page link works, so you see in a moment who still owes you names. The people a team names wait in Accreditation like any other pass, and when their passes go out the contact gets one email listing everyone.

The same page carries the rest of the team's work with you: the insurance and certificates you ask for, delivery times at your gates and kit orders from your kit list. Name an outside team on a shift with its cost per hour, and its people's approved hours flow into your budget; the meals they eat at your meal desk are counted so you can charge the team for them.

• Outside teams: press, contractors, suppliers, sponsors or your own kind
• Add a list: pasted rows or a CSV or Excel file, with no template
• Still needed: the names and badge photos each team owes
• In their own language: the page opens in the language the contact picks

• Let outside teams name their own people for event passes
• Hire Exactly What Your Show Needs and Know Where Every Piece Is

Get Every Pass Request to the Right People, in Order

Press passes need the press office, an all-areas badge needs security, and nobody wants to chase either by email. Set each rule once and it reads back as a plain sentence, such as when passes from press organisations come in, ask the press office, then security. The passes a rule covers wait for each step in turn, and everything else goes ahead as it always did.

A rule can cover organisations of a kind, the organisations you pick, certain pass groups or certain pass types. Rules are tried from the top, so a narrow rule for one contractor sits above a broad rule for every supplier, and a rule you switch off keeps its steps for next season. The same rules can also ask named people about outside teams' kit orders, delivery bookings and an act's request for more than its allowance.

Approvers who do not run the event get one email listing everything waiting for them, with a button to a page that needs no sign-in and shows only their requests. Each request carries the facts that settle it, such as how many passes the outlet has left and whether the person had a pass at your last event, and requests whose names close soon are marked urgent. A decline asks why, and the reason goes back to the person who asked. When your press officer is on leave, an owner or admin decides in their place, with their own name and reason kept with the decision.

• Rules as sentences: read back in plain words before you save
• Steps in order: the press office first, then security
• Decision links: approvers decide from their email, with no sign-in
• Decide for them: an owner or admin steps in with a reason

• Choose who approves accreditation requests for your event
• Approve or decline accreditation requests for your event

Give Regular Crew a Pass for the Whole Season

For the crew who work every show, make a multi-entry pass on your brand and it works at every event the brand runs. Set how many times it can be used at each event, add people one by one or from a CSV file, and send each pass by email. Your door team scans it in the same app as tickets, and every scan records when it was used and who scanned it.

Event passes suit everyone you accredit for one show, with zones, meals and approvals. A season pass suits the house crew, the in-house security team and the promoter's regular staff, who would otherwise need a new pass every week. Use both side by side: the season pass gets your regulars through the door, and event passes cover the guests, contractors and press who change from show to show.

• Every event of your brand: one pass for the people who work them all
• Uses per event: entries counted at each event
• From a CSV file: a whole crew list in one upload

• Issue reusable event passes to crew and artists