---
title: "Accreditation Desk and Backstage Access Control"
description: "Hand passes out fast at your accreditation desk, check every pass at your staff gates by zone, day and hour, and know who is on site for a roll call."
canonical: "https://www.ticketfairy.com/event-operating-system/accreditation/pass-desk-and-staff-gates"
---

# Accreditation Desk and Backstage Access Control

1. [Event Operating System](https://www.ticketfairy.com/event-operating-system)
2. [Accreditation](https://www.ticketfairy.com/event-operating-system/accreditation)
3. Pass desk & gates

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

The queue at the accreditation cabin is the first thing your crew sees on build day, and the backstage gate is where a wrong pass causes the most trouble. At the Ticket Fairy hand-out desk, each scan shows the photo, zones, days and meals on the pass, says in plain words what to sort out first and records who took it. At your staff gates, every pass is checked against its zones, days and hours at the moment it is scanned, a refusal says why, and a supervisor can let someone through with the reason on record. Volunteers and gate staff work from their own phones with a desk link, and every scan in and out tells you who is inside each zone right now.

  [Book a Live Demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

- Short queues and the right pass in the right hands
- Only the right people in each zone, with every exception on record
- A roll call of every zone at any moment

   ![Ticket Fairy hand-out desk with a runner's crew badge scanned and ready to collect, with the zones, days and meals on the pass](https://www.ticketfairy.com/embeds/posters/marketing-event-desk--hand-out-ready.png)

## 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](https://www.ticketfairy.com/guides/hand-out-accreditation-passes-at-your-desk)

   ![Ticket Fairy Accreditation list for a festival on its Saturday, with every pass issued, two already collected and the button that opens the hand-out desk](https://www.ticketfairy.com/embeds/posters/marketing-event-desk--accreditation.png)

## 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](https://www.ticketfairy.com/event-operating-system/crew-meals-and-safety/certificates-and-inductions)

   ![Ticket Fairy hand-out desk with a volunteer's badge that needs the induction and a photo first, each with its fix and a reason to give it out anyway](https://www.ticketfairy.com/embeds/posters/marketing-event-desk--hand-out-check.png)

## 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

    ![Ticket Fairy dialog to give a bar crew's passes to one collector, with how many are collected and the passes still to collect](https://www.ticketfairy.com/embeds/posters/marketing-event-desk--group-hand-over.png)

## 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](https://www.ticketfairy.com/guides/let-event-staff-work-a-desk-from-their-phone)

   ![Ticket Fairy Make a desk link dialog for a staff gate, with the name, the zone it checks, the supervisor switch and when it stops working](https://www.ticketfairy.com/embeds/posters/marketing-event-desk-links--make-a-link.png)

## 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

    ![Ticket Fairy meal desk with no connection, three meals waiting to send and one meal Ticket Fairy did not record](https://www.ticketfairy.com/embeds/posters/marketing-event-desk-links--working-offline.png)

## 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](https://www.ticketfairy.com/guides/check-passes-in-and-out-at-your-staff-gates)

   ![Ticket Fairy backstage gate refusing a stage hand whose pass is for another day and for the production village only, with the button to let them through](https://www.ticketfairy.com/embeds/posters/marketing-event-gate--refused.png)

## 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](https://www.ticketfairy.com/event-operating-system/event-control-and-safety/event-control-room)

   ![Ticket Fairy On site now for a festival, with 1,284 people on site, the count inside each zone and the counts by group or organisation](https://www.ticketfairy.com/embeds/posters/marketing-event-gate--on-site-now.png)

## 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](https://www.ticketfairy.com/guides/see-which-pass-holders-have-arrived-and-send-a-pass-again)
- [See why tickets and passes were refused at the door](https://www.ticketfairy.com/guides/see-why-tickets-and-passes-were-refused-at-the-door)

   ![Ticket Fairy passes list of a festival, with when each issued pass holder arrived, the Arrived filter and each group's arrivals](https://www.ticketfairy.com/embeds/posters/marketing-event-small-items--arrivals.png)

## How Organisers Run Their Desks and Gates With Ticket Fairy

- ### Build Day at a Greenfield Festival

  Three volunteers run the accreditation cabin from desk links on their own phones. Team leads collect whole crews at once, missing photos are taken at the counter, and the queue that used to stretch across the car park is gone by mid-morning.
- ### A Backstage Gate at an Arena Show

  The backstage gate refuses a runner whose pass is for front of house only, and the gate says why. The production manager lets a lighting technician through early with a reason, and the record shows exactly who allowed it.
- ### An Evacuation Drill

  Security opens On site now and reads the names inside the production village with the time each went in. Every name on the list is accounted for at the muster point within minutes.
- ### A Supplier Who Has Not Arrived

  The site manager filters Accreditation to the staging contractor's people who have not arrived yet, sees two missing and calls the contractor before their load-in slot is lost.
- ### A Cabin With No Signal

  The connection drops for half an hour on the first morning. The desk keeps handing out passes, the bar counts what is waiting, and every hand-over is sent once the signal is back.

    [Book Demo Call](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Get Started for Free](https://manage.ticketfairy.com/registration)

## See It in Your Dashboard

- ![Ticket Fairy Let them through dialog at the backstage gate, with the reasons the pass was refused and the box for why they may go in](https://www.ticketfairy.com/embeds/posters/marketing-event-gate--let-them-through.png) A supervisor lets someone through with a reason, and the reason stays with the scan.
- ![Ticket Fairy movements of a stage hand's pass, in at the site entrance, refused backstage for the wrong day and then let in by a supervisor](https://www.ticketfairy.com/embeds/posters/marketing-event-gate--movements.png) Follow every scan of one pass through your site, with who scanned it and why.
- ![Ticket Fairy list of the people inside Backstage now, with their role, organisation and the time they went in](https://www.ticketfairy.com/embeds/posters/marketing-event-gate--people-inside.png) Open any zone for the names inside and the time each went in.
- ![Ticket Fairy Desks section with every desk of a festival and its desk links, each with where it works, when it was last used and when it stops](https://www.ticketfairy.com/embeds/posters/marketing-event-desk-links--desks.png) See every desk of your event and each desk link, when it was last used and when it stops.
- ![Ticket Fairy Refused scans report of a festival, with totals at the door and staff gates and the scans refused by reason, entrance, type and hour](https://www.ticketfairy.com/embeds/posters/marketing-event-small-items--refused-scans.png) See why passes and tickets were refused, by reason, entrance, type and hour.

## Set It Up Step by Step

- [Hand out accreditation passes at your event desk](https://www.ticketfairy.com/guides/hand-out-accreditation-passes-at-your-desk)
- [Check accreditation passes in and out at your event staff gates](https://www.ticketfairy.com/guides/check-passes-in-and-out-at-your-staff-gates)
- [Let event staff work a desk from their phone with a desk link](https://www.ticketfairy.com/guides/let-event-staff-work-a-desk-from-their-phone)
- [See which event pass holders have arrived and send a pass again](https://www.ticketfairy.com/guides/see-which-pass-holders-have-arrived-and-send-a-pass-again)
- [See why tickets and passes were refused at the door](https://www.ticketfairy.com/guides/see-why-tickets-and-passes-were-refused-at-the-door)

## Questions About Your Pass Desk and Staff Gates

### Pass desk & gates

#### Who can open the desk and the gate?

You need an owner, admin or producer role on the event, and you open them from Accreditation or Desks on the event's Operations page. Anyone else works a desk or gate from a desk link.

#### What does someone with a desk link see?

Only what that desk needs: the passes they scan or search for, with the names and photos the desk shows. They cannot open your dashboard, other desks or the event's settings.

#### How long does a desk link work, and how many can I make?

Until the day after the event ends, unless you choose another time, and for up to 120 days. An event can have up to 200 desk links, stopped ones included, and a stopped link cannot be turned back on.

#### Does the staff gate work without a connection?

No. A staff gate checks every pass with Ticket Fairy, so with no connection it says so and asks staff to check passes by eye. The hand-out and meal desks work without one; keep the page open until it says everything is sent.

#### How many passes can go to one collector?

Up to 200 passes at once. Passes that are not issued, are waiting for approval or were already collected are left out.

#### Does collecting a pass change what the door scanner allows?

No. The pass opens the same zones on the same days whether or not it was collected at the desk.

#### Why does On site now count someone who has left?

They left without being scanned out. The count moves only when a gate scans a pass, so scan people out at every exit you staff. Going out is never refused.

#### Is the staff gate for ticket holders too?

No. The staff gate checks accreditation passes. Ticket holders are checked in with the check-in app, or at a registration desk for a conference or trade show.

#### How do I need to scan passes?

With a USB or Bluetooth barcode scanner connected to the device at the desk or gate, or staff enter the code printed on the pass by hand. At the hand-out and meal desks they can also search by name.

#### What can Fai do at the desk and the gate?

Fai finds a pass by code, name, organisation or role and says what to sort out first, records a collection or a group's collection, tells you who is on site and inside each zone, reads a pass's movements and why passes were refused, sends a pass again and makes or stops desk links. She shows you each action and waits for your yes, and she lets a refused person through only with your reason.

## Explore More of the Event Operating System

- [Passes & approvals Named passes for crew, acts, traders, volunteers and press, with zones, days, meals and parking, outside teams naming their own people and approvers deciding from their email. Accreditation](https://www.ticketfairy.com/event-operating-system/accreditation/accreditation-and-passes)
- [Press & media Press applications from your own form, approved by your press office with each journalist's permissions, press passes for the pit and your staff gates, and photos and video shared with promoters. Accreditation](https://www.ticketfairy.com/event-operating-system/accreditation/media-accreditation-and-assets)
- [Crew catering Meal times from your shifts, a live kitchen count with no names, every meal served from the pass, and invoices to outside teams for the meals their people ate. Crew meals & safety](https://www.ticketfairy.com/event-operating-system/crew-meals-and-safety/crew-catering)
- [Certificates & inductions Ask for the certificates each shift needs, collect each document once for all your events, run one safety induction with a short test, and check it before a pass is handed over. Crew meals & safety](https://www.ticketfairy.com/event-operating-system/crew-meals-and-safety/certificates-and-inductions)
- [Registration & badges Check attendees in and print branded badges at the desk or a self check-in kiosk, with volunteers working the desk from a link and every reprint on record. Registration & badges](https://www.ticketfairy.com/event-operating-system/registration-and-badges/registration-and-badges)
- [Box office & door A box office that sells to walk-ups and balances every till, ages checked once at the door, access needs taken at checkout and lost property matched by Fai. Front of house](https://www.ticketfairy.com/event-operating-system/front-of-house/box-office-and-door)

       [Back to **Accreditation**](https://www.ticketfairy.com/event-operating-system/accreditation) [Next **Press & media**](https://www.ticketfairy.com/event-operating-system/accreditation/media-accreditation-and-assets)

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---

This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)