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Collect crew certificates and licences before they work an event shift

Health and safety leads at festivals and venues have to show that every medic, forklift driver and bar server holds the right certificate on the day they work. Collecting each certificate once per person, and checking it against every shift they are put on, ends the paper chase in show week and the surprise at the gate.

Ask the crew and volunteers on your event's shifts for the certificates and licences the work needs, such as a first aid certificate for medics or a food hygiene certificate for the bar. Each person adds a document once from their My shifts page, it counts at every event of your brand until it expires, and nobody goes on a shift without it unless you give a reason.

Pour
Making sure everyone on your event's shifts holds the certificates the work needs
Durée
7 minutes

Avant de commencer

  • You are an owner, admin or producer on the event. The event's Operations page opens for those roles only.
  • The shifts are on the rota, with the team or role each one is for.

  1. Open Documents from people

    Open the event, select Operations, select Licences and certificates, then select People.

    Remarque: The top lists each document the event asks for and how many people have it. Under that are the people on the shifts who lack something, and the safety induction.

    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
    The documents the shifts need, and who lacks one.

  2. Ask for a document

    Select Ask for a document.

    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
    Ask for a document.

  3. Enter the document's name

    Enter the name in Document, or select one of the Common documents, such as First aid certificate.

    Remarque: A person's document meets it when it has the same name, whatever the capital letters, so use the name people know it by.

  4. Choose who needs it

    Choose who needs it in Who needs it.

    • Everyone on a shift: Every person on any of the event's shifts needs it.
    • A department: Everyone on a shift for one team, entered as the shifts name it, such as Medical.
    • A role: Everyone on a shift for one role, such as Forklift driver.
    • One shift: Only the people on the shift you choose by its day.

  5. Save the document

    Optional: Enter a Note for people (optional), such as Level 3 or higher, then select Ask for it.

    Remarque: Everyone on a matching shift now sees it under Documents your shifts need on their My shifts page and adds it there. An event can ask for up to 100 documents.

When a document counts

A document counts on each day of a person's shifts while it shows Valid or Not checked yet, so nobody is stopped before a team member looks at it. Expires before the shift, Sent back and Missing do not count. A document belongs to the person, not the event, so it counts at every event of your brand until it expires.

  1. Open a person's documents

    Select Open beside the person.

    Remarque: Each document their shifts need shows from which day, how they stand against it and the document that answers it, with its expiry date.

    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
    One person's documents for the event.

  2. Check the document

    Select Open to see the file, then select Mark as checked.

    Remarque: Opening a file is recorded with your name. If nobody entered an expiry date, Fai reads it from the file, and Change expiry date corrects it.

  3. Send back a document that does not do

    Optional: Select Send back, enter What needs to change, then select Send back again.

    Remarque: They see your reason on their My shifts page and can add a new document there.

Ou faites-le faire pour vous

Fai asks for a document, tells you who on the shifts lacks one or has one to check, marks a document as checked, sends one back with your reason and records a document someone showed you. She waits for your yes before each change. Opening a file is in the dashboard.

Dans votre tableau de bord, avec Fai

Ask everyone on the medic shifts at <EVENT NAME> for a first aid certificate, and tell me who still needs one

Laissez Fai le faire pour vous

Fai travaille dans votre tableau de bord Ticket Fairy. Créez votre compte, ouvrez Fai et collez la consigne ci-dessus.

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Add a document a person gave you

  1. Add it

    Open the person's documents, select Add a document, choose the file or leave it out, then select Add the document.

    Remarque: Record a certificate you saw on paper without a file. Leave Expires on empty and Fai reads the date from the file.

    Ticket Fairy dialog to add a first aid certificate for a crew member, with the file and its expiry date
    Add a document a person gave you.

Fai records a document you saw, with its expiry date, after you confirm. Add a file in the dashboard.

Dans votre tableau de bord, avec Fai

I have seen Priya Shah's first aid certificate for <EVENT NAME>, it expires in March 2028, record it

Put someone on a shift without the document

  1. Add them anyway with a reason

    When adding them to the shift in Shifts, enter the reason in Why add them anyway in the dialog that opens, then select Add anyway.

    Remarque: The dialog names each person and what they lack. The reason is kept with their place on the shift and in the activity log.

    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
    Adding people who lack a document.

Fai tells you who lacks a document when she adds people to a shift, and adds them anyway only with the reason you give, after you confirm.

Dans votre tableau de bord, avec Fai

Put Priya Shah on the Saturday medic shift at <EVENT NAME> anyway, her new certificate is on its way

Stop asking for a document

  1. Remove it

    Select Remove beside the document the event asks for, then confirm.

    Remarque: Nobody is stopped from a shift without it any more. The documents people already added stay on their record.

Fai stops asking for a document when you ask, after you confirm.

Dans votre tableau de bord, avec Fai

Stop asking for the food hygiene certificate at <EVENT NAME>

Questions que vous pourriez avoir

Does a person add the same certificate again for my next event?
No. A document belongs to the person for your whole brand, so it meets the same request at every one of your events until it expires.
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.
Can someone take a shift offer or pick a shift without the document?
No. Fai leaves them out of shift offers, and a volunteer's own page does not let them pick the shift until the document is added.
What if two crew members share one email address?
They share one set of documents, and one person's certificate meets the other's request. Give each crew member their own email address on your crew list.
Who can see people's documents?
The event's owners, admins and producers. Each time a file is opened, it is recorded with the name of the team member who opened it.

Vous avez encore une question ?

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