# Issue passes to the people who work your event | Ticket Fairy Guides

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3. Issue passes to the people who work your event

Setting up an event

# Issue passes to the people who work your event

Crew, artists and production get a named pass that works as many times at each event as you say, read by the same scanner your door team already uses on tickets.

For:  Anyone letting a team in and out of an event all day

Takes:  6 minutes

- [Open Multi-Entry Passes on your brand](#step-1)
- [Create a type for each kind of access](#step-2)
- [Say how many times a pass works at one event](#step-3)
- [Issue the passes](#step-4)
- [Send them out](#step-5)
- [Change or remove one](#step-6)
- [Tell your door team what to expect](#step-7)

## What you need before you start

- You are an owner, an admin or a curator on the brand. We turn passes on for a brand, so ask us if **Multi-Entry Passes** is not in your menu.
- Your door team scans with our app. A pass and a ticket read on the same scanner, and nobody has to switch it over between them.

1. ## Open Multi-Entry Passes on your brand

   Go to your brand and select **Multi-Entry Passes**. A pass made here works at every event that brand runs, which is what a crew who work a whole run of shows need.

   An event holds its own passes too, on the same entry under **Interact** when you have that event open, and those work at that one event. Start at the brand for anybody who works more than one show.
2. ## Create a type for each kind of access

   Select **Create new entry pass type**, and give it the name your team says out loud, such as Crew, Artist or Production. **Description** is optional and is the place for what the name leaves out.

   A name goes up to 100 characters. **Type** offers **Member** and **Season** and neither changes what a pass does, so pick whichever word your team reads faster.
          ![The Create Pass Type dialog, with a crew pass named and its number of uses per event filled in](https://www.ticketfairy.com/embeds/posters/marketing-passes--create-pass-type.png)    Multi-Entry Passes, Create Pass Type.
3. ## Say how many times a pass works at one event

   Set **Maximum number of uses per event**, and set it on every type you create. The number is the whole run of that event rather than a daily allowance, so count every trip in and out across all of its days, then add a few.

   Left empty, a pass of that type works once at each event and the app refuses the second scan, which is the opposite of what an all-day pass is for.
4. ## Issue the passes

   Under **Create New Pass**, pick the **Type** and add the person under **Enter Recipient** by first name, last name and email. For a whole crew, switch to **Upload Recipients** and select **Add from CSV**.

   The CSV takes first name, last name and email address, in that order, with no header row. Every row needs all three, and the rows appear on screen so you can correct one before you send.
          ![The Create New Pass form, with the type picked and the Enter Recipient and Upload Recipients tabs beside each other](https://www.ticketfairy.com/embeds/posters/marketing-passes--issue-a-pass.png)    Multi-Entry Passes, Create New Pass.
5. ## Send them out

   Each pass goes to its person by email. **Send** on a row queues one, **Send All** queues every pass on the screen, and each asks you to confirm before it goes.

   The screen says the send started, not that the email arrived, and nothing on the row reports a bounce. Ask the person to tell you they have it, and use **Send** again if they do not. Sending again sends the same code, so somebody who lost the email gets their own pass back rather than a second one to keep track of.
6. ## Change or remove one

   Select **Edit** on a row under **Existing Passes** to change the name, the email address, the type, the number of uses or the notes. The delete button removes a pass and asks you to confirm first, without naming the pass, so read the row you selected before you answer. A removed pass stops scanning and its scans stay on the record.

   Editing keeps the QR code the pass already has, so changing the name or the email on a pass you have already sent leaves the first person holding one that still works. Where the pass is going to somebody else, delete it and issue a new one. Edit is for a correction you make before you send.
7. ## Tell your door team what to expect

   Your team scans whatever somebody holds up and reads the answer on the screen. A pass shows the name of the person it belongs to and the type it is, the same way a ticket shows its ticket type.

   A pass works inside the check-in window of the event being scanned, and the app refuses it either side with the same answer. Widening that window for a load-in the morning before doors also lets in every buyer whose ticket type has no door times of its own, because those tiers read the event window. Where that matters, leave the window where it is and have your team let crew in by name.

## Or have it done for you

Fai, the assistant inside your dashboard, can create the pass types, issue the passes and send them out, and asks you to approve each one before she acts, once your account lets her make changes rather than only answer questions. Your own AI assistant over our MCP server cannot do any of it: that server has no pass tool, so this is Fai's work or your own on this screen. Sending is the step to read twice, because an email that has gone cannot be recalled.

### In your dashboard, with Fai

Create a Member pass type called Crew on this brand that works twelve times per event, then issue a pass on it to each person in the list I am about to paste and show me the list before you send anything.

## Questions you might have

Does a pass take a ticket out of my allocation?:  No. A pass is not a ticket: it takes nothing from your stock, adds nothing to your sales, and lives on this screen rather than in your orders.

What is the difference between Member and Season?:  The word, and nothing else. Where a pass works comes from where you made it: a brand pass works at every event that brand runs, an event pass at that one event.

Can one person hold more than one pass?:  Yes. Each pass is its own record with its own code and its own number of uses, so somebody working two roles can carry one for each.

Can I give one person more entries than the rest of their type?:  Yes. **Maximum number of uses per event** appears again on the pass itself, and the number there is the one counted for that pass, whatever the type says.

Why was a pass refused at the gate?:  A pass is refused when the event is outside its check-in window, when the pass belongs to a different brand or event, when it has already been scanned as many times as it allows, or when its type has been removed. Removing a type stops every pass under it, however many uses each one had left, and the door picks that up within moments rather than the instant you press it. Reissue those people on a type you are keeping before you remove the old one.

## Where to go from here

- [What else you can do with Ticket Fairy](https://www.ticketfairy.com/event-ticketing/features)
- [How do you manage backstage access passes for an event?](https://www.ticketfairy.com/guides/manage-backstage-access-passes)
- [How does event accreditation fit with your ticketing and CRM?](https://www.ticketfairy.com/guides/accreditation-with-ticketing-and-crm)
- [Schedule when your event goes live](https://www.ticketfairy.com/guides/schedule-when-your-event-goes-live)
- [Share your event setup as a template](https://www.ticketfairy.com/guides/share-your-event-as-a-template)
- [Set up ticketing for a multi-day festival](https://www.ticketfairy.com/guides/sell-a-multi-day-festival)
- [Sell parking, camping and merch beside your tickets](https://www.ticketfairy.com/guides/sell-add-ons-with-your-tickets)
- [Group your event tickets into categories buyers can read](https://www.ticketfairy.com/guides/group-your-tickets-into-categories)
- [Every Ticket Fairy guide](https://www.ticketfairy.com/guides)

## Do this on your own event

Create your account, build your event, and follow these steps in your own dashboard. No sales call first.

  [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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