The idea. A spreadsheet of inductions records who sent you a PDF. AdmitMe holds each induction against a named person, with its expiry date, and checks the date against your event dates. An expired document stops access instead of surfacing on bump-in day.
Set up with the team. The questions and evidence you collect depend on your venue’s rules, so inductions are set up with the AdmitMe team for each event. Send your venue’s requirements with your request (the “Prefer to do it with a person?” section at the end) and we will build it with you. This guide is the process to follow either way.
1. List the roles on site
Group people by what they do, because the paperwork follows the job. Typical roles are crew, contractors, drivers, riggers, volunteers, stand staff and the venue’s own team. A forklift driver and a volunteer do not need the same evidence.
2. Get the requirements in writing
Ask your venue and your principal contractor for their list. Do not guess. Common items include:
- a site induction acknowledgement for each person,
- working with children checks, licences and certificates, each with an expiry,
- risk assessments and safe work method statements, uploaded and reviewed,
- insurance, such as public liability, with the dates it covers,
- emergency contacts and any medical flags.
Why it matters. If the venue changes its list in week two, you want to have asked in week ten.
3. Set the deadline well before bump-in
Aim for at least a week before the first person is due on site. That leaves time to chase, to fix a blurry photo and to replace a licence that turns out to be expired.
4. Collect it before anyone travels
People complete their induction and upload their documents ahead of time, on their phone. Each document carries its expiry date. The goal is that nobody leaves the depot without being cleared.
5. Check expiry against the whole event
A certificate that is valid today can lapse on day three. Check every expiry date against your last day on site, including bump-out, not the date you collect it. AdmitMe flags a document that lapses before the end of your event at the moment it is submitted, so you can ask for a renewed one straight away.
6. Review and decide
Someone on your team approves each submission, or asks for changes with a reason. Each decision is recorded against the submission, with who and when. Pick one person who owns the queue, so nothing waits on everyone.
7. Make the door match the record
Only cleared people should get a badge or a pass. Where badges are printed at check-in, an unresolved compliance flag stops the print. Where they are not, brief your door team on what to do when someone is flagged, and who they call.
8. Plan for the person who turns up uncleared
It will happen. Decide in advance who can sign someone off on the day, where that person waits, and what gets recorded. A calm plan beats a long argument at the gate.
- Every role has a written list of what it must show.
- The deadline is at least a week before bump-in.
- Expiry dates are checked against your last day on site.
- One person owns the review queue.
- There is a plan for uncleared arrivals.