Accreditation

The Accreditation module is how you credential everyone working your event: crew, suppliers, artists’ teams, and contractors. You define pass types, allocate quantities to teams, teams add their people and request passes, you approve them, and on show days you collect (issue) passes at check-in.

Key concepts

The pass lifecycle

Every pass moves through these statuses:

1. Pending Approval — requested, waiting in the approvals queue (skipped if the pass type is set to auto-approve).
2. Approved — cleared and ready for collection. Approval emails (with QR code and optional wallet passes) go out at this point.
3. Collected — physically issued at check-in.
4. Revoked — rejected or withdrawn. Revoked passes can be Re-Issued or Re-Activated.

Setting up

1. Create pass types

Accreditation → Pass Types → New Pass Type. For each type set:

• Pass Type Name and Maximum Available (capacity).
• Pass Medium — Laminate Pass, Tyveck Wristband, or Wristband.
• Pass approved email template — which system email is sent on approval.
• A colour and optional description.
• Behaviour options:
  • Auto approve passes — skip the approvals queue entirely.
  • Multiple active passes — allow a person to hold more than one of this type.
  • Requires event dates — passes must specify which event dates they’re valid for.
  • Printed via system — the pass is printed from a Pass Design at collection.
  • Collect serial numbers — a serial must be scanned or typed at collection.
  • RFID pass — mark the pass as RFID.
  • Requires zones (Pro) — passes must specify zones.
• Optional Extras available with this pass.

You can also Bulk Upload pass types from a spreadsheet.

2. Set up zones (Pro)

Accreditation → Zones → New Zone. Give each zone a Zone Name, Zone ID (what appears on the pass), and description. Zones are then selectable on allocations and passes.

3. Design passes

If any pass types are Printed via system, create a layout under Pass Designs. The designer lets you place text, images, QR codes, and barcodes on the pass. Manage shared images and custom fonts in the Design library. Link the finished design to the pass type — passes can’t be collected as printed passes until a design is selected.

4. Allocate passes to teams

Accreditation → Allocations → Add Allocation (or Bulk Add). Each allocation gives a Team a quantity of a Pass Type, optionally constrained to specific zones and dates. The table tracks Allocation, Used, and Collected so you always know where each team stands.

5. Custom fields and group settings

• Custom Fields — extra data to capture per person (text, yes/no, or dropdown), optionally compulsory and per-group.
• Settings → Group Settings — per group, choose the Accreditation Info Page, Crewmember Homepage, and HOD Email Template, toggle Show allocation amounts on front end, and control which system fields (including photo, Pro) are collected.
• Settings → Wallet Passes — include Apple Wallet / Google Wallet passes alongside the QR code in approval emails, with custom branding on Pro.

Adding people

People are always attached to a team, so create your teams first (Teams → New Team).

• Team Portal (recommended): team contacts add their own people under People → Add Person, or Bulk Upload a spreadsheet (first_name, last_name, email, role, and passes as pipe-separated pass types, e.g. AAA|Crew Wristband). They can also bulk Assign Pass.
• Admin side: use People List → Bulk Upload, or manage people from a team’s People tab. Issue passes from a person’s profile with Issue pass.

The People List shows everyone with their role, team, group, and passes, and warns “No passes assigned” where relevant.

Approving passes

Passes that aren’t auto-approved land in Accreditation → Approvals:

• Review name, team, group, pass type, zones, and dates.
• Approve or reject individually, or select rows and use Approve Selected / Reject Selected (bulk actions run in the background for large batches).
• Rejection sets the pass to Revoked. In the team portal this appears as Rejected.

On approval, the person receives their approval email with a QR code (and wallet passes if enabled).

Check-in and collection

On site, open Accreditation → Check-in and search by name, email, team, role, pass serial number, or scan a pass barcode. An exact match opens the person’s profile automatically.

From the person’s profile press Collect on the pass:

1. Verify identity — check the person against their record (and photo if collected).
2. Pass extras — hand over any extras attached to the pass.
3. Download Pass — print the pass if it’s printed via system.
4. Serial number — scan or type the serial if the pass type collects serials.

The pass becomes Collected with a timestamp. Reprint is available afterwards if a pass is damaged, and Revoke withdraws a pass at any time.

Monitoring and reporting

• Accreditation Dashboard — People, Passes, and Pass Types counts, an Allocation Overview (Collected / Allocated / Unallocated, with over-allocation warnings), and a Pass Mix breakdown.
• Pass List — every issued pass with collection status, zones, dates, collected time, and serial number. Exportable.
• Reports → Full Report — tabs for Overview (Requested / Approved / Collected per pass type), People, Pass Amounts, and Pass Details (with a zone/date matrix).
• Teams → Accreditation tab — per-team People / Allocated / Remaining, with nested Allocations and Passes views.

Bulk emails

Under Communication → Bulk Emails you can email accreditation audiences: All Crewmembers, All Team Contacts (HODs), All People Who Have Collected Pass, or Selected Groups. Draft, send, and duplicate emails from one place.

Quick reference — who does what