---
title: "Check accreditation passes in and out at your event staff gates | Ticket Fairy Guides"
description: "Scan crew, performer and supplier passes at the staff gates of your event so only people whose pass opens that zone, on that day and at that hour, get in. A supervisor can let a refused person through with a reason, and every scan in and out keeps a live count of who is on site and inside each zone."
canonical: "https://www.ticketfairy.com/guides/check-passes-in-and-out-at-your-staff-gates"
---

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3. Check accreditation passes in and out at your event staff gates

Accreditation

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

You keep backstage, the pit and the production village of every event for the people who belong there. A staff gate checks every pass against its zones, days and hours at the moment it is scanned, and the scans in and out tell you who is inside when you need a roll call.

Takes:  6 minutes

- [Open the gate](#step-1)
- [Choose which gate this is](#step-2)
- [Choose in or out](#step-3)
- [Scan the pass](#step-4)
- [Refusals at the gate](#step-5)
- [Let a refused person through](#step-6)
- [Check who is on site](#step-7)
- [Open the people inside a zone](#step-8)
- [Open a person's movements](#step-9)

## Before you start

- You are an owner, admin or producer on the event. Only those roles can open the event's **Operations** page.
- The passes are issued in **Accreditation**, with the zones, days and hours each pass type opens.
- A USB or Bluetooth barcode scanner is connected to the device at the gate, or staff enter the code printed on each pass by hand.

1. ## Open the gate

   Open the event, select **Operations**, select **Desks**, then select **Gate**.

   **Note:** This device becomes the gate. If the person using the gate phone has no dashboard login, share a staff gate desk link instead.

   ![Staff gate for a festival site entrance, with the zone choice, coming in or going out, the scan field and the latest scans](https://www.ticketfairy.com/embeds/posters/marketing-event-gate--gate.png)    
   *The gate, ready to scan.*
2. ## Choose which gate this is

   Choose the zone in **This device is the gate for**.

   **Note:** **Site entrance** checks only the day and hours. A zone, such as Backstage, also checks that the pass opens it.
3. ## Choose in or out

   Select **Coming in** or **Going out**.

   **Note:** Nobody is ever refused going out, and scanning people out keeps the count of who is inside right.
4. ## Scan the pass

   Scan the code on the pass, or enter it in **Scan or enter a pass code**.

   **Note:** The gate shows the person's photo, zones, days and hours with the answer, such as "Ana Ruiz can go in", and the field is ready for the next scan.

   ![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)    
   *A pass the backstage gate refuses.*

## Refusals at the gate

A refused scan shows a message such as "Stop: Ana Ruiz cannot go into Backstage", with each reason: their pass does not open this zone, is not for today, is not for this time of day, has not been issued or was canceled. Every refusal is recorded with the scan, so the pass's movements show it later.

5. ## Let a refused person through

   Optional: Select **Let them through**, enter the reason in **Why they may go in**, then select **Let them through**.

   **Note:** You can do this for the wrong zone, day or time, and so can a desk link with the supervisor switch. A pass that was never issued or was canceled is never let through.

   ![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)    
   *Letting a refused person through with a reason.*
6. ## Check who is on site

   Select **On site now** at the top of Desks.

   **Note:** It shows how many people are on site and inside each zone, then by pass group or organization, and updates by itself while it is open.

   ![On site now for a festival, with 1,284 people on site, the count inside each zone and the counts by group or organization](https://www.ticketfairy.com/embeds/posters/marketing-event-gate--on-site-now.png)    
   *Who is on site and in each zone now.*
7. ## Open the people inside a zone

   Select a zone's count, such as Backstage.

   **Note:** The list names everyone inside now and when they went in, for a roll call. Select a group's count instead to see only that group inside the zone.

   ![List of the people inside Backstage now, with their role, organization and the time they went in](https://www.ticketfairy.com/embeds/posters/marketing-event-gate--people-inside.png)    
   *The people inside Backstage now.*
8. ## Open a person's movements

   Select **Movements** beside the person.

   **Note:** Each scan of their pass shows where, in or out, who scanned it or which desk link, and the reason for any let-through.

   ![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)    
   *Every scan of one pass.*

## Or have it done for you

Fai, your AI teammate, can check sales, update your event or change a ticket when you ask.

Fai tells you how many people are on site and in each zone, who is inside one zone, a pass's movements and a gate's latest scans. Fai also records a scan in or out for you after you confirm, and lets a refused person through only with your reason.

### In your dashboard, with Fai

```
How many people are backstage at <EVENT NAME> right now, and who are they?
```

## Questions you might have

**Does the gate work without a connection?**

 No. The gate checks every pass with the server, so with no connection it says "No connection" and asks staff to check passes by eye and scan them when the connection is back.

**Where do a pass's zones, days and hours come from?**

 From the pass itself where you set them on it, and otherwise from its pass type in Accreditation. A pass type with no days works every day of the event, and one with no hours works at any time.

**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.

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

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

**Who can see the people inside a zone?**

 The event's owners, admins and producers. We keep a note each time someone opens a list of names.

**Does the gate show where a trader's staff should go?**

 Yes. For a trader's staff pass, the result shows the trader's pitch, its zone and the nearest gate on the site map.

## Still have a question?

Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself.

   [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome)

No setup fees. No monthly fee. No credit card required.

## Related guides

- [More ways to use Ticket Fairy](https://www.ticketfairy.com/features)
- [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)
- [Issue accreditation passes for your event](https://www.ticketfairy.com/guides/issue-accreditation-passes-for-your-event)
- [Hand out accreditation passes at your event desk](https://www.ticketfairy.com/guides/hand-out-accreditation-passes-at-your-desk)
- [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)
- [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)
- [Let outside teams name their own people for event passes](https://www.ticketfairy.com/guides/let-outside-teams-name-their-own-people-for-passes)
- [Every Ticket Fairy guide](https://www.ticketfairy.com/guides)

## Do this on your own event

Create your account, build your event and follow the steps in your own dashboard. You do not need to book a sales call.

  [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

## Sell tickets with Ticket Fairy

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 [Create a free account](https://manage.ticketfairy.com/welcome)

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## See it on a call

Book a demo and we will show you how Ticket Fairy handles your kind of event.

 [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features)

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