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

See Who Is in Front of You on Every Scan

Open the desk from Accreditation and scan a ticket or badge with a USB or Bluetooth scanner, or enter part of a name, organisation or role. The card shows the photo, the pass, its zones and days, today's meals and food needs, and for a trader's staff, their pitch, its zone and the nearest gate. Green Ready to hand over means nothing is left to check, and the field empties for the next person.

Choose the holder's name when they collect in person, or record that someone else is collecting it with the collector's name. Each pass then shows who took it and which teammate gave it out, and Accreditation filters to the passes still to collect. When two desks scan the same pass, the first one counts and the second shows who already took it, so nobody leaves with two.

Your desk team can also record someone's food needs at the counter, and the kitchen count includes them straight away. That saves a second queue at the catering tent on the first night.

• Scan or search: a code, or part of a name, organisation or role
• The whole pass on one card: photo, zones, days, meals and food needs
• Where traders work: the pitch, its zone and the nearest gate

• Hand out accreditation passes at your event desk

Fix Problems at the Counter While the Person Waits

When something needs sorting first, the card says Check before you hand it over and lists each thing in plain words with the button that fixes it. No photo yet offers to take one with the desk phone's camera, and it prints on the badge. Induction not done lets you record the safety briefing at the desk, or send a volunteer their volunteer page again.

A team member can still hand the pass over with a reason when a photo or induction can wait, and the reason stays on the pass. A pass that is not issued yet, or is still waiting for approval, stays at the desk, so the rules you set in Accreditation hold at the counter too. The person leaves with a working pass, and you do not have to send them back to the production office.

• Take the photo now: with the desk phone's camera, saved on the pass
• Induction done here: recorded while the person waits
• Hand over anyway: with a reason kept on the pass

• Put Only Qualified, Briefed People to Work on Your Site

Hand a Whole Team's Passes to One Collector

When the bar crew's team lead comes for everyone, hand over the whole group at once. Untick anyone not being collected and enter who is collecting them, and each pass records the collector and the teammate who gave it out. Any pass not issued, waiting for approval or already collected is left out, and the desk says which and why.

A hand-over made by mistake comes back to the desk with a reason, and the pass history keeps who had taken it and why it came back. That record answers the question every accreditation manager hears on show day: who has my security team's passes?

• Hand over a group: one collector for a whole team
• Who took each pass: the collector and the teammate who gave it out
• Undo a hand-over: with a reason, kept in the pass history

Run Every Desk and Gate From a Phone With a Link

Your volunteers, caterers and gate staff never need a dashboard login. Make a desk link, name it after who uses it, such as Backstage gate phone, and choose when it stops. They open it on their own phone or tablet without signing in, and it does only that desk's work, whether that is the hand-out desk, a meal service point or a staff gate for one zone.

Everything done through a link is recorded under its name, so every hand-over, meal and scan says where it happened. Give a supervisor's link the power to let a refused person through with a reason, and leave it off for everyone else. Desks lists every desk of your event with its links, how often each was used and when it was last used. If a phone goes missing, stop its link and the phone is shut out straight away, then make a new link for the replacement.

• Desk links: one desk of one event, with no dashboard login
• Supervisor switch: a refusal passed only with a reason
• Stop a link: ended straight away on every phone using it

• Let event staff work a desk from their phone with a desk link

Hand Out Passes and Meals When the Signal Drops

Fields, car parks and concrete cabins lose signal at the worst moment. The hand-out and meal desks go on scanning with no connection: each action is kept on the device, a bar counts what is waiting, and everything is sent when the connection is back. If Ticket Fairy refuses something, such as a meal for someone with none left, it stays on the list with the reason until staff dismiss it.

The queue keeps moving through the outage and nothing is lost. Your team keeps the page open until the bar says everything is sent, and every hand-over and meal joins the record once it is sent.

• No connection needed: hand-overs and meals are kept and sent later
• Waiting to send: a count of what is still on the device
• Refusals explained: anything not recorded says why

Check Each Pass Against the Zone, Day and Hour

Backstage, the pit and the production village fill up with people whose pass was never meant for them. Tell the device which gate it is, choose coming in or going out, and scan. The gate shows the person's photo, zones, days and hours with a clear answer, such as Ana Ruiz can go in. When a pass does not belong, the gate says why in plain words: it does not open this zone, it is not for today, it is not for this time of day, it was never issued or it was cancelled.

Show days run on exceptions: a stage manager needs an extra set-up day, a technician needs the pit before their pass starts. A supervisor lets them through, enters why they may go in, and the reason is saved with the scan and the supervisor's name or desk link. A pass that was never issued or was cancelled is never let through, so the exceptions stay exceptions.

The site entrance checks the day and hours, and a zone gate such as Backstage also checks that the pass opens that zone. For a trader's staff pass, the gate also shows the trader's pitch and the nearest gate, so a lost caterer is sent the right way.

• Zone gates: the site entrance checks day and hours, a zone also checks the pass opens it
• Photo with every scan: so gate staff see the person matches the pass
• Let them through: past the wrong zone, day or hour, with a reason

• Check accreditation passes in and out at your event staff gates

Know Who Is Inside Each Zone for a Roll Call

Scan people out at your exits and every scan keeps the count right. On site now counts the people on site and inside each zone, then by pass group or outside team, and updates by itself while it is open. Open a zone's count, such as Backstage, for the names inside and the time each went in, ready for an evacuation roll call or a quick headcount before the headliner.

Movements beside a person lists every scan of their pass in order: where it was, in or out, who scanned it or which desk link, and the reason for any let-through. When security asks how someone reached the side of the stage, you answer from the record. Each time someone opens a list of names, it is recorded too, so you can see who looked.

• On site now: people on site and inside each zone, live
• By group or outside team: how many of each crew, contractor or supplier are in
• Movements: every scan of one pass, with where, when and who

• Run Your Control Room, Your Crowd and Your Medical Tent From One Live Picture

See Who Has Arrived and Why Anyone Was Turned Away

Each issued pass says when and how its holder arrived: handed over at the desk, let in at a staff gate or scanned in at the door. Filter Accreditation to who has not arrived yet, for any group or outside team, and see each group's arrivals. Someone cannot find their email? Send the pass again to the address it was issued to, with every send kept in its history.

Refused scans on the Check-In page counts every pass your staff gates refused beside the tickets refused at the public door, by reason, entrance, pass type and hour, for one day or the whole event. A busy backstage gate refusing passes for the wrong zone usually means a sign or a briefing is wrong, and you can fix it before the next rush. Open the list of each refused scan to see when it happened, the reason, the gate and whose pass it was.

• Arrivals: from the desk, a staff gate or the door
• Send the pass again: the same pass, to the same address
• Refused scans: by reason, entrance, type and hour

• See which event pass holders have arrived and send a pass again
• See why tickets and passes were refused at the door