--- title: "Crew Certificates and Safety Inductions for Events" description: "Collect the certificates each shift needs once per person, let Fai read expiry dates, run one safety induction with a short test and check it at the pass desk." canonical: "https://www.ticketfairy.com/event-operating-system/crew-meals-and-safety/certificates-and-inductions" --- # Crew Certificates and Safety Inductions for Events 1. [Event Operating System](https://www.ticketfairy.com/event-operating-system) 2. [Crew meals & safety](https://www.ticketfairy.com/event-operating-system/crew-meals-and-safety) 3. Certificates & inductions # Put Only Qualified, Briefed People to Work on Your Site Show week is no time to chase first aid certificates and security licences by email, or to wonder whether the runner collecting a pass ever read the fire plan. With Ticket Fairy, you ask once for the documents each kind of shift needs, each person adds their document from their own page, and it counts at every event your brand runs until it expires. Fai reads the expiry date for you, and nobody goes on a shift without what the work needs unless your team gives a reason. Your safety briefing sits on the same page with a short test Fai drafts from it, and the hand-out desk checks it is done before a pass goes over the counter. [Book a Live Demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) - The right certificate on every shift that needs one - Each document collected once for all your events - A record of who was briefed before anyone starts work ![Ticket Fairy Documents from people for a festival, with a first aid certificate asked of medics, a food hygiene certificate asked of bar staff and the people who still lack one](https://www.ticketfairy.com/embeds/posters/marketing-event-staff-documents--people.png) ## 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](https://www.ticketfairy.com/guides/collect-crew-certificates-before-they-work-a-shift) ![Ticket Fairy Ask for a document dialog with the document's name, the common certificates, who needs it and a note for the people who need it](https://www.ticketfairy.com/embeds/posters/marketing-event-staff-documents--ask-for-a-document.png) ## 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](https://www.ticketfairy.com/guides/give-your-crew-one-page-for-all-their-shifts) ![Ticket Fairy dialog to add a first aid certificate for a crew member, with the file and its expiry date](https://www.ticketfairy.com/embeds/posters/marketing-event-staff-documents--add-a-document.png) ## 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 ![Ticket Fairy documents from a volunteer, with a first aid certificate not checked yet and the buttons to open it, mark it as checked or send it back](https://www.ticketfairy.com/embeds/posters/marketing-event-staff-documents--person-documents.png) ## 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](https://www.ticketfairy.com/event-operating-system/crew-and-volunteers/staff-rota-and-shifts) ![Ticket Fairy dialog for two people put on a medic shift, one with no first aid certificate and one whose certificate expires before the shift, with the reason to add them anyway](https://www.ticketfairy.com/embeds/posters/marketing-event-staff-documents--documents-missing.png) ## 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](https://www.ticketfairy.com/guides/run-a-safety-induction-for-everyone-who-works-your-event) ![Ticket Fairy dialog to set up the safety induction, with what people read, a video or document link, who needs it, the desk check and the pass mark](https://www.ticketfairy.com/embeds/posters/marketing-event-staff-documents--set-up-the-induction.png) ## 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 ![Ticket Fairy dialog with the short safety test Fai drafted, each question with its answers and the right one chosen](https://www.ticketfairy.com/embeds/posters/marketing-event-staff-documents--short-test.png) ## 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](https://www.ticketfairy.com/event-operating-system/crew-and-volunteers/crew-and-volunteer-teams) ![Ticket Fairy page where a volunteer opens the safety induction and answers its short test before they work the festival](https://www.ticketfairy.com/embeds/posters/marketing-event-staff-documents--take-the-test.png) ## 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](https://www.ticketfairy.com/event-operating-system/accreditation/pass-desk-and-staff-gates) ![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) ## How Organisers Keep Their Site Safe With Ticket Fairy - ### A Festival With Medics and Forklift Drivers The health and safety lead asks the Medical department for a first aid certificate and the Forklift driver role for a licence. Two medics with expiring certificates show up a week out, and both send renewals before the gates open. - ### A Venue Bar Team Bar staff add their food hygiene certificate once, and it covers every show of the season. When a new hire's file is blurred, the manager sends it back with a reason and a clear copy arrives that evening. - ### A Build Crew on a Greenfield Site Everyone with a pass reads the site briefing and passes Fai's short test before arrival. Contractors who turn up unbriefed are walked through it at the hand-out desk and recorded as done before they collect their pass. - ### A Marathon With Volunteer Marshals Marshals do the induction from their volunteer page on the evening before race day. The pass desk shows the few who have not, and they are briefed at the counter while the queue keeps moving. - ### A Conference Using Contract Security The security role asks for a security licence. Fai leaves anyone without a valid licence out of shift offers, so the agency's shifts fill only with people who hold a valid licence. [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 safety induction for a festival, done by 28 of 40 people, with a short test Fai drafted and the people who have not done it yet](https://www.ticketfairy.com/embeds/posters/marketing-event-staff-documents--induction.png) See who has done your safety induction and passed its short test. - ![Ticket Fairy hand-out desk with a runner whose pass waits for the safety induction, and the button to record it done at the desk](https://www.ticketfairy.com/embeds/posters/marketing-event-staff-documents--induction-at-the-desk.png) Record an induction done at the desk, and the person collects their pass straight away. ## Set It Up Step by Step - [Collect crew certificates and licences before they work an event shift](https://www.ticketfairy.com/guides/collect-crew-certificates-before-they-work-a-shift) - [Run a safety induction for everyone who works your event](https://www.ticketfairy.com/guides/run-a-safety-induction-for-everyone-who-works-your-event) - [Give your event crew one page for all their shifts](https://www.ticketfairy.com/guides/give-your-crew-one-page-for-all-their-shifts) - [Hand out accreditation passes at your event desk](https://www.ticketfairy.com/guides/hand-out-accreditation-passes-at-your-desk) ## Questions About Certificates and Inductions ### Certificates & inductions #### Who can ask for documents, see them and set up the induction? You need an owner, admin or producer role on the event, and you work from Licences and certificates on the event's Operations page. Sports, food and drink, conference, business and convention events show it from the start; on any other event, open it from More sections. #### What files can people add? A photo, a PDF or a Word file of up to 25 MB. A person can add 10 documents a day from their page and keep up to 30, and you remove old ones for them. #### How many documents can one event ask for? Up to 100. A person's document meets a request when it has the same name, whatever the capital letters, so use the name people know it by. #### Can someone go on a shift without the document? Only when your team adds them with a reason. They cannot take a shift offer or pick the shift from a volunteer page until the document is added. #### What if two crew members share one email address? They share one set of documents, so one person's certificate meets the other's request. Give each crew member their own email address on your crew list. #### What happens when I stop asking for a document? Nobody is held back from a shift without it any more. The documents people already added stay on their record. #### Is Fai's induction test a safety plan? No. It checks that people read your briefing. Check every question and answer before you make it live, and follow your own risk assessment. #### How long can the test be, and how often can people retry? From 1 to 10 questions, each with 2 to 5 answers and one right answer. The pass mark is 80% unless you change it, and people can try up to 10 times a day. #### Who counts as working at the event for the induction? Everyone with a pass except guests and the people travelling with an act. Choose everyone with a pass to include them too. A briefing link must start with https://. ## Explore More of the Event Operating System - [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) - [Rota & hours Plan shifts by team and hour, fill gaps with offers to people who fit, find drop-outs the day before, check your crew in and approve the hours they worked. Crew & volunteers](https://www.ticketfairy.com/event-operating-system/crew-and-volunteers/staff-rota-and-shifts) - [Pass desk & gates A hand-out desk that shows everything on the pass and records who took it, staff gates that check zones, days and hours, and a live count of who is on site. Accreditation](https://www.ticketfairy.com/event-operating-system/accreditation/pass-desk-and-staff-gates) - [Hire, kit & suppliers Riders fill one backline and production hire list, suppliers confirm and quote on their own page, your crew counts deliveries in and out, and a kit desk tracks every radio and piece of kit. Site & logistics](https://www.ticketfairy.com/event-operating-system/site-and-logistics/hire-kit-and-suppliers) [Back to **Crew meals & safety**](https://www.ticketfairy.com/event-operating-system/crew-meals-and-safety) [Previous **Crew catering**](https://www.ticketfairy.com/event-operating-system/crew-meals-and-safety/crew-catering) Ticket Fairy целиком: [решение для продажи билетов](https://www.ticketfairy.com/event-ticketing/) — возможности, цены и поддержка, которые стоят за этой страницей. ## Ready to Build a Stronger Event Business? 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