Allocating passes
Giving suppliers control of their own crew lists without losing control of your numbers.
An allocation is a quantity of one pass type given to one organisation. It is how you let a staging contractor manage their own twenty people without letting them become thirty.
Allocations live under Accreditation › Allocations.
Creating an allocation
Each allocation records:
- Supplier organisation — who the passes belong to
- Pass type — which level of access
- Quantity allocated — how many
- Notes — optional, for anything your team should know
An organisation can hold several allocations — crew passes and parking passes, say, or two different access levels for different parts of their team.
What the table tells you
The allocations table shows, for every row: the organisation, the pass type, the number allocated, whether it requires approval, how many are approved, and how many are remaining.
Remaining is the number that matters. It is calculated from live passes, so it moves as passes are issued and returns when a pass is removed.
What the supplier sees
Suppliers see their own allocation in their portal and nothing else — never another organisation's numbers, and never the festival-wide totals.
Their view shows what they were allocated, what they have assigned, and a large count of what is left, which stays visible when it reaches zero. Vehicle passes appear under their own heading with a car icon and are never folded into the crew totals.
Suppliers can add as many people to their crew list as they like. Adding someone is not the same as giving them a pass. Once a person is approved, the supplier assigns a pass from their allocation, and that is the point at which the count moves.
Running out
If a supplier tries to assign a pass with nothing left, the system refuses and tells them exactly how many remain. It does not silently overshoot and leave you to discover it at the gate.
To give them more, raise the quantity on their allocation. There is no approval dance — the number you set is the number they have.
Getting a slot back
A supplier can remove a pass they have assigned, which returns the slot to their allocation. If the person holds more than one pass, they are asked which one they are removing.
Once a pass has been collected, a supplier cannot remove it. Only your team can, and only through a revoke, which asks for a reason and whether the wristband was physically recovered. The slot returns to the allocation only if the wristband came back — because until it does, that credential is still out there.
Suppliers also cannot rename, re-email or move a person to another organisation once that person has collected a pass. The name on the wristband and the name in the system have to stay the same thing.
Where to go next
- Credential approvals — approving the people suppliers have added
- Collection on site — handing passes over