--- title: "Collect crew certificates and licenses before they work an event shift | Ticket Fairy Guides" description: "Ask the crew and volunteers on your event's shifts for the certificates and licenses 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." canonical: "https://www.ticketfairy.com/guides/collect-crew-certificates-before-they-work-a-shift" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Collect crew certificates and licenses before they work an event shift Crew and volunteers # Collect crew certificates and licenses before they work an event shift You have to show that every medic, forklift driver and bar server holds the right certificate on the day they work. When you collect each certificate once per person and check it against every shift they're on, there's no paper chase in show week and no surprise at the gate. Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Takes: 7 minutes - [Open Documents from people](#step-1) - [Ask for a document](#step-2) - [Enter the document's name](#step-3) - [Choose who needs it](#step-4) - [Save the document](#step-5) - [When a document counts](#step-6) - [Open a person's documents](#step-7) - [Check the document](#step-8) - [Send back a document that won't do](#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 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 **Licenses and certificates**, then select **People**. **Note:** The top lists each document the event asks for and how many people have it. Under that you see the people on the shifts who are missing something, and the safety induction. ![The 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) *The documents the shifts need, and who lacks one.* 2. ## Ask for a document Select **Ask for a document**. ![The 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) *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. **Note:** 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**. **Note:** 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. 6. ## Open a person's documents Select **Open** beside the person. **Note:** Each document their shifts need shows from which day it's needed, where they stand and the document they added for it, with its expiry date. ![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) *One person's documents for the event.* 7. ## Check the document Select **Open** to see the file, then select **Mark as checked**. **Note:** We record your name when you open a file. If nobody entered an expiry date, Fai reads it from the file, and you can fix it with **Change expiry date**. 8. ## Send back a document that won't do Optional: Select **Send back**, enter **What needs to change**, then select **Send back** again. **Note:** They see your reason on their My shifts page and can add a new document there. ## Or have it done for you 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. You open files in the dashboard. ### In your dashboard, with Fai ``` Ask everyone on the medic shifts at for a first aid certificate, and tell me who still needs one ``` ## 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**. **Note:** You can add a certificate you saw on paper without a file. If you leave **Expires on** empty, Fai reads the date from the file. ![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) *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. ### In your dashboard, with Fai ``` I have seen Priya Shah's first aid certificate for , it expires in March 2028, record it ``` ## Put someone on a shift without the document 1. ### Add them anyway with a reason When you add them to the shift in Shifts, enter the reason in **Why add them anyway** in the dialog that opens, then select **Add anyway**. **Note:** The dialog names each person and what they lack. We keep the reason with their place on the shift and in the activity log. ![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) *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. ### In your dashboard, with Fai ``` Put Priya Shah on the Saturday medic shift at 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. **Note:** Nobody is stopped from a shift without it any more. The documents people already added stay with them. Fai stops asking for a document when you ask, after you confirm. ### In your dashboard, with Fai ``` Stop asking for the food hygiene certificate at ``` ## Questions you might have **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 can 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. We keep a note each time someone opens a file, with the name of the team member who opened it. ## 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) - [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) - [Build your event rota and check staff in](https://www.ticketfairy.com/guides/build-your-event-rota-and-check-staff-in) - [Recruit volunteers for your event](https://www.ticketfairy.com/guides/recruit-volunteers-for-your-event) - [Give your event volunteers their own page and track their hours](https://www.ticketfairy.com/guides/give-volunteers-their-own-page-and-track-hours) - [Give crew meals at your event meal desk](https://www.ticketfairy.com/guides/give-crew-meals-at-your-meal-desk) - [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 Start free with unlimited events and no monthly fee, and choose a paid plan when you need more. - Set up your event in minutes - Free events are free - Fai, your AI teammate, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## 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) ### Tips for selling more tickets Practical advice from working event organizers, and every new guide as it is published. We respect your privacy. 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