Put Only Qualified, Briefed People to Work on Your Site

Ask Once for What Each Kind of Shift Needs

Name the document in your own words, or pick a common one such as a first aid certificate, food hygiene certificate, security licence, forklift licence or working at height certificate. Then choose who needs it: everyone on a shift, one department such as Medical, one role such as Forklift driver, or a single shift. Everyone on a matching shift sees what to bring on their own page, with no email chain.

Add a note to say exactly what counts, such as Level 3 or higher, so people send the right certificate the first time. The top of Licences and certificates lists each document your event asks for and how many people already have it, with the people on your shifts who still lack something listed underneath, so you know who to chase on Monday rather than at the gate on Friday.

• Common documents: first aid, food hygiene, security, forklift and more
• Who needs it: every shift, a department, a role or one shift
• A note for people: the level or detail the document must show

• Collect crew certificates and licences before they work an event shift

Collect Each Document Once for Every Event You Run

Each person adds their document from Documents your shifts need on their own My shifts page, as a photo, a PDF or a Word file. A document belongs to the person, not the event, so a steward's security licence counts at your club night, your festival and your autumn tour until it expires. Fai reads the expiry date from the file when nobody entered one.

When a crew member hands you a certificate on paper, record it yourself, with or without a file, and Fai still reads the date from any file you add. People see your requests beside their shifts, their induction and their food needs, so the paperwork is part of getting ready to work, not a separate errand.

• Added from their own page: on the same page where they see their shifts
• Expiry dates read by Fai: taken from the file when nobody entered one
• Counts at every event: one certificate for your whole brand until it expires

• Give your event crew one page for all their shifts

Check Each File and Send Back What Needs Changing

Open a person's documents and see each one their shifts need, from which day, how they stand against it and the file that answers it. Mark a document as checked once your team has looked at it, or send it back with what needs to change, and the person sees your reason on their own page and adds a new one. Correct an expiry date in one step.

Personal documents deserve care. Only your event's owners, admins and producers see them, and every opening of a file is recorded with the name of the team member who opened it, so you can always answer who looked at a crew member's licence and when.

• Mark as checked: a document your team has looked at and accepted
• Send back with a reason: the person sees what to fix on their own page
• Every opening recorded: who opened which file, and when

Book Only People Who Hold What the Shift Needs

A document counts on each day of a person's shifts while it is valid or not checked yet, so nobody is held up before your team has looked at it. One that is missing, sent back or expires before the shift does not count. Fai leaves those people out of shift offers, volunteers cannot pick the shift from their own page, and adding someone yourself names what they lack.

Real events need flexibility. When the medic you trust has a renewal in the post, add them anyway with your reason, and the reason is kept with their place on the shift and in the activity log. Fai follows the same rule: she books someone without a document only with the reason you give her.

• Checks when you book: the rota names what each person lacks
• Offers to people who fit: shift offers skip anyone without the document
• Reasons on record: each booking made anyway keeps its reason

• Cover Every Shift and Pay for Every Hour Worked

Set Up One Safety Briefing for Everyone on Site

Enter what people need to read, such as the exits, the radio channels and what to do in an emergency, or link to your briefing video or document. Choose whether it is for the people who work at the event or for everyone with a pass, guests and travelling parties included. Every crew member, volunteer and supplier then sees the same briefing, so nobody on site was told a different version.

Choose whether the hand-out desk checks the induction before it hands over a pass. Leave it on for a site where nobody should start work unbriefed, or turn it off for a small event where your team briefs people at the gate. Volunteers who had a programme induction before see your event's induction once you set it up.

• Your briefing: entered here, or a link to a video or a document
• Who needs it: the people who work there, or everyone with a pass
• Checked at the desk: one switch makes the hand-out desk ask for it

• Run a safety induction for everyone who works your event

Prove People Read It With a Short Test Fai Drafts

Ask Fai to draft a test and she writes questions from your own briefing, each with its answers and the right one chosen. The test waits as a draft that nobody sees, so you change any question or answer first. Make it live, and people finish the induction by reaching the pass mark you set, which gives you a record that each person understood the briefing, not only that they opened it.

Anyone who confirmed they read the induction before the test went live stays done, so switching a test on mid-build never undoes your earlier work. Take the test down to change it and it goes back to a draft, with people confirming they read the induction until you make it live again.

• Drafted by Fai: questions taken from the briefing you entered
• Checked by you: every question and answer changed before it goes live
• Your pass mark: the score people need to finish the induction

Let Everyone Do the Induction From Their Own Page

Crew open the induction from their My shifts page and volunteers from their own page, next to their shifts, documents and food needs. Without a test they confirm they have read it, and with a live test they answer the questions and send them. Anyone who misses the pass mark sees their score and tries again, so people arrive on site already briefed.

The induction list shows who has done it and who has not, so your safety lead sees the gaps by the end of the week, while there is still time to close them before the gates open.

• On their own page: beside their shifts, documents and food needs
• Read or tested: a tick when there is no test, answers when there is
• Try again: people see their score and have another go

• Build a Crew and Volunteer Team You Can Call On Every Year

Hold Each Pass Until the Induction Is Done

With the desk check on, the hand-out desk shows Induction not done for anyone who has not finished it, before their pass goes. The card offers the fix: record the induction done at the desk after you brief the person face to face, or send a volunteer their page again. A team member can still hand the pass over with a reason, and the reason stays with the hand-over.

Walked a late runner through the briefing at the counter? Record it done there and they collect their pass straight away. In the induction list, mark anyone you briefed in person as done. Every record shows who marked it and when, so your safety file holds up when someone asks.

Ask Fai who on Saturday's shifts still lacks a first aid certificate, to record a certificate you saw with its expiry date, to send one back with your reason, to set up the induction and draft its test, or to mark someone done after you briefed them. She waits for your yes before each change.

• Induction not done: shown on the card before the pass is handed over
• Induction done here: recorded at the desk while the person waits
• Hand over anyway: only with a reason that stays on record
• Ask Fai: who lacks what, and changes on your word

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