Collection on site
Running the desk: finding people fast, issuing passes, and keeping the queue moving.
The collection desk is where all the preparation becomes a wristband on a wrist. It is at Accreditation › Collection, and it is built for a handheld device on a trestle table, not a desktop in an office.
Finding someone
The search field is focused when the page opens and again after every person, so a scanner can be fired straight into it without touching the screen.
It accepts:
- A pass QR — the code on someone's ticket, email or Apple Wallet
- A person QR — their identity code
- A typed six-character code — for when nothing will scan
If your scanner adds a prefix to what it types, set that prefix once under Scanner settings and it is stripped automatically. A Scanner ready indicator confirms the field is listening.
What you see
The result panel shows the person's full name, where their record came from, their organisation or artist, their pass type, the current status, and — if they have already collected — who handed it over and when, along with any note left at the time.
Confirm it is the right person, then Mark as collected.
Someone holding several passes
If the person holds more than one credential, the desk asks which one you are handing over. Collecting a parking pass leaves their wristband still to collect, and the record reflects exactly that.
Catering passes are never collected at this desk — they are scanned at the servery instead.
When someone cannot be issued
The desk refuses clearly, and tells you why:
- Not recognised — nothing matches that code
- Not approved — still waiting on a decision, or rejected
- Voided — the pass has been cancelled
- Archived — the person is no longer active for this event
- Belongs to another event — a valid pass, wrong festival
- Unreadable code — the QR did not resolve
None of these are fixed at the desk. Send the person to whoever submitted them, and keep the queue moving.
Offline
If the connection drops, the desk says so rather than appearing to work. Scans are not accepted while it cannot verify them — a pass confirmed against nothing is worse than a pause.
Permissions
Collection is its own permission. A desk volunteer can be given collection and nothing else: no approvals, no allocations, no pass types, and no sight of the wider accreditation data.
That is the right setup for a desk that is staffed by people who are there for a day.
After the event
Every collection is recorded — who collected, who issued it, and when. Nothing is deleted, so the question of who was on site, and who cleared them, has an answer long after the site is cleared.
Where to go next
- Passes and QR scanning — voiding and reissuing
- Allocating passes — returning a slot when a pass comes back