--- title: "Let outside teams name their own people for event passes | Ticket Fairy Guides" description: "Give each company working on your event an allowance of passes and its own page, with no sign-in, where its contact names its people. The names arrive in Accreditation for you to check and issue." canonical: "https://www.ticketfairy.com/guides/let-outside-teams-name-their-own-people-for-passes" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Let outside teams name their own people for event passes Accreditation # Let outside teams name their own people for event passes Every festival season you chase dozens of outside companies for crew names, then type them in from emails and spreadsheets. With Outside teams, each company gets a page to name its own people against the passes you allow them, so the names arrive in your accreditation list ready to check and issue. Takes: 8 minutes [Watch the video: Let outside teams name their own people for event passes](https://d3lcdr963b5ubl.cloudfront.net/uploads/guides/video/let-outside-teams-name-their-own-people-for-passes/bc712bf622870466454de1c6515104e9ce6a198da342ade8002468147ee85ab3/3ea9d83688fed33f/guide.mp4) · [English](https://www.ticketfairy.com/resources/captions/guides/guide-let-outside-teams-name-their-own-people-for-passes-3ea9d83688fe.vtt) ***Watch how it's done** 3 min 14 s, with captions.* - [Open Outside teams](#step-1) - [Add the organization](#step-2) - [Give them passes](#step-3) - [Email them their page link](#step-4) - [Their page](#step-5) - [Check who still owes names](#step-6) ## Before you start - You are an owner, admin or producer on the event. Only those roles can open the event's **Operations** page. - Your pass types are set up in **Accreditation**, so each team's passes can carry the right zones, days and meals. 1. ## Open Outside teams [Play from here](#guide-video) Open the event, select **Operations**, then select **Outside teams** in the list of sections. **Note:** Each row shows the team's contact, how many of its passes have names, what is still needed and whether its page link works. If Outside teams is not in the list, select **More sections** and open it there. ![The Organizations list for a festival, with a newspaper, a security contractor and a catering partner, how many passes each has named and what is still needed](https://www.ticketfairy.com/embeds/posters/marketing-event-outside-teams--list.png) *Every outside team on the event.* 2. ## Add the organization [Play from here](#guide-video) Select **Add organization**, enter the **Organization name**, choose its **Kind**, enter the **Contact name** and **Contact email**, then select **Add organization**. **Note:** Choose **Something else** to enter your own kind, such as Photo agency. The organization opens as soon as you add it, and nothing is sent yet. **Tip:** Under **More details**, set **Page closes** for when their page stops taking changes. ![The Add an organization dialog with the organization name, its kind and the contact who names their people](https://www.ticketfairy.com/embeds/posters/marketing-event-outside-teams--add-organisation.png) *Add an organization.* 3. ## Give them passes [Play from here](#guide-video) In the organization, select **Give passes**, enter the **Number of passes**, choose the **Pass type** and when **Names by** closes, then select **Give passes**. **Note:** Choose **A group you already have** to give them a pass group from Accreditation instead. The allowance and the pass group are then the same, so a change in either section shows in both. **Tip:** Under **More details**, choose **Guests** for guest passes, or rename the allowance for their page in **Name on their page**. ![The Give passes dialog for a newspaper, with the number of passes, the pass type and the date names close](https://www.ticketfairy.com/embeds/posters/marketing-event-outside-teams--give-passes.png) *Give an organization passes to name.* 4. ## Email them their page link [Play from here](#guide-video) Under **Page link**, select **Email the link**, then confirm. **Note:** The link works for 120 days, and when you make a new link, the one before stops working. Select **Copy a new link** to send it yourself instead. ![Organization panel for a newspaper, with what is still needed, its press passes, the people it named with each pass status, the page link and its activity](https://www.ticketfairy.com/embeds/posters/marketing-event-outside-teams--organisation.png) *One organization, its people and its page link.* ## Their page [Play from here](#guide-video) The contact opens the link on any phone or computer with no sign-in, in their own language. They add each person with **Add a person**, or paste a list or choose a CSV or Excel file with **Add a list**, up to 200 people at a time and with no template. They see each person's pass move from waiting to sent, and the badge photos still needed. ![Page a newspaper's contact opens from their link, with the press passes, the people named, what is still needed and a language picker](https://www.ticketfairy.com/embeds/posters/marketing-event-outside-teams--their-page.png) *The page their contact fills in.* 5. ## Check who still owes names [Play from here](#guide-video) Back in Outside teams, read **Still needed** on each row, then select a row to see its people. **Note:** Each person a team names waits in Accreditation like any other pass, so you check it and issue it there. When their passes go out, the contact gets one email listing everyone whose pass was sent. ## Or have it done for you Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Fai lists your outside teams and who still owes names, adds or changes a team, gives, changes or takes away its passes, and emails its contact the page link. She shows you each change or email and waits for your yes first, and she never shows the link itself in the conversation. A week before names close, Fai also drafts a reminder to each team that still has places left, for you to approve on Today. ### In your dashboard, with Fai ``` Add Brightline Security as a contractor at , contact Tom Okafor at tom@brightline.example, give them 40 crew passes with names by Friday 6pm, then email Tom the link ``` ## Stop a team's page link [Play from here](#guide-video) 1. ### Stop the link Open the organization, select **Stop the link** under Page link, then confirm. **Note:** The contact can no longer open their page, and the people they named stay. Select **Email the link** at any time to send a new one. Fai stops a team's page link when you ask, after you confirm. ### In your dashboard, with Fai ``` Stop the page link for Brightline Security at ``` ## Take away a team's passes [Play from here](#guide-video) 1. ### Take the passes away Open the organization, select **Take away** beside the passes, then confirm. **Note:** The team no longer sees those passes on its page. The pass group and the people in it stay in Accreditation. Fai takes an allowance away from a team when you ask, after you confirm. The pass group and its people stay. ### In your dashboard, with Fai ``` Take the guest passes away from Harbor Catering at ``` ## Archive an organization [Play from here](#guide-video) 1. ### Archive it Open the organization, select **Archive**, then confirm. **Note:** Its page link stops working and its passes stay as they are. Select **Restore** on it under the archived organizations to bring it back. Fai archives an organization or restores one when you ask, after you confirm. ### In your dashboard, with Fai ``` Archive the Daily Echo at , they are not covering it this year ``` ## Questions you might have **What does an exhibitor or sponsor see on their team page?** An exhibitor's page also shows its booth: its leads, the follow-up emails Fai drafts for it to approve, its booth staff and their scanner links, and its results. A sponsor's page shows what you are delivering for them and the clicks and sales through their tracking link. **Does the contact need a Ticket Fairy account?** No. They open the link from the email on any phone or computer, with no sign-in, and see only their own organization's passes and people. **What happens after the date names close?** The page stops taking new names and tells the contact to ask you. You can still add the person yourself in Accreditation, where a name added after the cut-off waits for your decision. **Can a team change a name after the pass is sent?** No. Their page shows the pass as sent and asks them to contact you. To change the name, cancel the pass in Accreditation and issue it again. Before the pass is sent, they can change or remove the person themselves. **What if a team names more people than its allowance?** Their page only adds people while places are left, and tells them how many it couldn't add. Raise their **Number of passes** in the organization, or in the pass group in Accreditation, to give them more. **Do the names go through my approval rules?** Yes. A person who matches an approval rule shows as awaiting approval on the team's page until the people you named decide, and a declined person shows the reason the approver gave. **Can they add the people they brought last year?** Yes. When the same contact email named people at your brand's earlier event, their page offers those people to add again in one tap. **What if two of us change the same organization at once?** The second save does not overwrite the first. The organization reloads with your teammate's change, and you make yours again. ## 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 exhibitors follow up their event leads and see their results](https://www.ticketfairy.com/guides/let-exhibitors-follow-up-their-leads-and-see-results) - [Issue accreditation passes for your event](https://www.ticketfairy.com/guides/issue-accreditation-passes-for-your-event) - [Choose who approves accreditation requests for your event](https://www.ticketfairy.com/guides/choose-who-approves-accreditation-requests) - [Hand out accreditation passes at your event desk](https://www.ticketfairy.com/guides/hand-out-accreditation-passes-at-your-desk) - [Approve or decline accreditation requests for your event](https://www.ticketfairy.com/guides/approve-or-decline-accreditation-requests-for-your-event) - [Hand out radios and kit to your event crew](https://www.ticketfairy.com/guides/hand-out-radios-and-kit-to-your-event-crew) - [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. 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