---
title: "Hand out accreditation passes at your event desk | Ticket Fairy Guides"
description: "Run your accreditation desk from the pass list: scan a ticket or badge, or enter a name, check the card with the photo, zones and days, and hand the pass to the holder or to a team lead collecting for their crew. The desk tells you what to sort out first, such as a missing badge photo, and keeps track of who took each pass and which teammate gave it out."
canonical: "https://www.ticketfairy.com/guides/hand-out-accreditation-passes-at-your-desk"
---

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3. Hand out accreditation passes at your event desk

Accreditation

# Hand out accreditation passes at your event desk

Festival accreditation teams hand out hundreds of wristbands and badges in the days before the gates open, often with a queue of crew and a scanner in one hand. At the hand-out desk, you find each pass with one scan, see what to check, and keep track of who collected what, so nobody leaves with the wrong pass or gets two.

Takes:  5 minutes

- [Open Accreditation](#step-1)
- [Open the desk](#step-2)
- [Scan the pass](#step-3)
- [Check the card](#step-4)
- [Choose who takes the pass](#step-5)
- [Hand the pass over](#step-6)
- [A pass that needs a check](#step-7)

## 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 you hand out are issued in **Accreditation**.

1. ## Open Accreditation

   Open the event, select **Operations**, then select **Accreditation** in the list of sections.

   **Note:** A pass someone has collected says who took it, and **Handed over** above the list shows the passes still to collect. If Accreditation is not in the list, select **More sections** and open it there.

   ![The Accreditation list for a festival on its Saturday, with every pass issued, two already collected and the button that opens the hand-out desk](https://www.ticketfairy.com/embeds/posters/marketing-event-desk--accreditation.png)    
   *Accreditation while passes are being collected.*
2. ## Open the desk

   Select **Open the desk** at the top of Accreditation.

   **Note:** The desk opens in place with the cursor in the scan field, where a USB or Bluetooth scanner that types the code works. If the person using a phone or tablet has no dashboard login, select **Share a desk link** instead.
3. ## Scan the pass

   Scan the code on the ticket or badge, or enter part of a name, organization or role in **Scan a pass or enter a name**.

   **Note:** A scanned code opens its pass at once. For a name, choose the person from the matches, which never include a pass for another event.

   ![Hand-out desk with a runner's crew badge scanned and ready to collect, with the zones, days and meals on the pass](https://www.ticketfairy.com/embeds/posters/marketing-event-desk--hand-out-ready.png)    
   *A pass ready to collect.*
4. ## Check the card

   Check the photo, **Pass**, **Zones** and **Days** against the person in front of you.

   **Note:** Green **Ready to hand over** means nothing is left to sort out.
5. ## Choose who takes the pass

   Choose the button with the holder's name, such as Ana Ruiz is here, or choose **Someone else is collecting it** and enter the **Collector's name**.
6. ## Hand the pass over

   Select **Hand over**, then give them the pass.

   **Note:** The pass then shows who took it and which teammate gave it out. The field empties and waits for the next scan.

## A pass that needs a check

The card says **Check before you hand it over** and lists each thing to sort out, with the button that fixes it. **Induction not done** offers **Induction done here** when you went through the safety briefing with them, and for a volunteer **Send their volunteer page again**, and **No photo yet** offers **Take the photo now** with this phone's camera. For those two you can also enter a reason and select **Hand over anyway**. A pass that isn't issued yet, or is still waiting for approval, stays at the desk.

![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)

*A pass with two things to sort out first.*

## Or have it done for you

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

Fai finds a pass by its code or by a name, organization or role, says whether it is ready to collect and what to sort out first, and records a collection, a whole group's collection or an undo. She shows you the pass and waits for your yes before she records anything.

### In your dashboard, with Fai

```
Is Ana Ruiz's pass ready to collect at <EVENT NAME>? She is here now to collect it
```

## Give out a whole group's passes

1. ### Choose the group

   Select **Hand over a group** at the top of the desk, then choose the **Group**.

   **Note:** After a scan, the group button on the card opens that person's group directly.

   ![Dialog to give a bar crew's passes to one collector, with how many are collected and the passes still to collect](https://www.ticketfairy.com/embeds/posters/marketing-event-desk--group-hand-over.png)    
   *A group's passes for its team lead.*
2. ### Enter who is collecting them

   Untick anyone who is not being collected, enter the name in **Who is collecting them**, then select the button that shows how many passes you're handing out.

   **Note:** You can hand out up to 200 passes at once. A pass that is not issued, is waiting for approval or was already collected is left out, and the desk says which ones and why.

Fai records a group's issued passes as taken by a named collector when you ask, after you confirm, and tells you which passes it left out and why.

### In your dashboard, with Fai

```
Jo Lead is collecting all the bar crew's passes at <EVENT NAME>
```

## Undo a collection

1. ### Undo it

   Scan the pass, select **Undo hand-over**, enter the **Reason**, then select **Undo hand-over**.

   **Note:** The pass comes back to the desk. Its history keeps who had taken it and why it came back.

Fai undoes a collection when you ask and give a reason, after you confirm.

### In your dashboard, with Fai

```
Dev Patel's pass at <EVENT NAME> went to the wrong collector, undo it
```

## Questions you might have

**What if two desks scan the same pass?**

 The first desk to record it counts. The second desk shows **Already handed over** with who took the pass, and records nothing.

**Why does a scan say no pass found?**

 The code belongs to another event, or the name is spelled differently. Scan the code again, or enter part of the name, organization or role.

**Where is the photo taken at the desk kept?**

 On the pass, exactly as if you had uploaded it in Accreditation, so it prints on the badge.

**Can I see who has collected their pass?**

 Yes. In Accreditation, choose **Handed over** or **Not handed over yet** above the list, and each collected pass says who took it.

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

 Yes. Keep scanning and handing passes over. We keep each hand-over on the device and send it when the connection is back, and a bar shows how many are waiting. Keep the page open until it says everything is sent.

**Can I record someone's food needs at the desk?**

 Yes. Select **Record food needs** on their card, enter them or tick **No food needs**, then save. The kitchen count includes them straight away.

**Does collecting a pass change what the door scanner allows?**

 No. The pass opens the same zones on the same days whether or not it was collected at the desk.

**Does the desk show where a trader's staff work?**

 Yes. For a trader's staff pass, the card shows the trader's pitch, its zone and the nearest gate on the site map, such as Pitch F12, Food court, Nearest gate: North gate.

## 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)

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## Related guides

- [More ways to use Ticket Fairy](https://www.ticketfairy.com/features)
- [Issue accreditation passes for your event](https://www.ticketfairy.com/guides/issue-accreditation-passes-for-your-event)
- [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)
- [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 crew meals at your event meal desk](https://www.ticketfairy.com/guides/give-crew-meals-at-your-meal-desk)
- [Approve or decline accreditation requests for your event](https://www.ticketfairy.com/guides/approve-or-decline-accreditation-requests-for-your-event)
- [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)
- [Every Ticket Fairy guide](https://www.ticketfairy.com/guides)

## Do this on your own event

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

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## See it on a call

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 [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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