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Accreditation And Credential Matrix

Define credential types, access zones and holder issue status with this editable Accreditation And Credential Matrix. Operations teams complete Event Setup, model Access Zones, configure the Credential Matrix, then approve and reconcile people in Holder Register. A printable PDF companion supports the credential issue desk. It is a planning and issue register only — not live badge printing, access-control integration or complimentary ticket allocation.

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Format
PDF · XLSX
Difficulty
Advanced
Time
45 min
Stage
Build → Run

What this resource helps you do

  • Capture the essential accreditation and credential matrix inputs in one place
  • Hand off a consistent template across event operations owners
  • Reduce last-minute gaps before the build milestone
  • Reuse the structure for the next event operations cycle

When to use this resource

  • When defining site access zones before credentials are created
  • Before printing or issuing passes once holders are approved
  • After the event when reconciling unreturned or invalid credentials

What is included

  • accreditation-and-credential-matrix.xlsx
  • credential-issue-desk-sheet.pdf
  • PDF + XLSX download package
  • Instructions: Steps to define zones, create credential types, approve holders and reconcile after the event.
  • Event Setup: Shared event context including credential manager, security lead, printing supplier and issue point.
  • Zones: Access Zones sheet defining the site access model and entry points.
  • Credential Matrix: Access rights and operating rules for every credential type.
  • Holder Register: Credential Holder Register for approval, print status, issue and reconciliation.

Information required before starting

  • Event venue, dates, credential manager and issue point from Event Setup
  • Zone codes, risk levels, entry points and access owners
  • Credential types with validity windows and named holders for approval and issue

What you produce

  • Access zone model
  • Credential type matrix with zone and entry rules
  • Holder approval, print and collection register
  • Printable issue-desk companion sheet

Who this is for

This resource is designed for Event organisers who need a practical, reusable document for event operations.

  • operations manager

    Owns zone definitions, credential rules and issue-point readiness.

  • workforce coordinator

    Approves holders and tracks print, issue and collection status.

  • production manager

    Confirms production and backstage access needs against credential types.

Event-type use cases

  • festival

    Models multi-zone access for crew, vendors, media and VIP credentials.

  • conference

    Controls staff, speaker and guest credentials across public and back-of-house zones.

  • live music

    Separates production compound, backstage and public access through credential types.

How to use this resource

  1. 1

    Complete Event Setup

    Record credential manager, security lead, printing supplier, issue point and collection deadline.

  2. 2

    Define Access Zones

    Create zone codes such as public, backstage, production, VIP, media and vehicle with owners and entry points.

  3. 3

    Build the Credential Matrix

    Specify each credential type with validity dates, allowed zones, entry points and re-entry rules.

  4. 4

    Approve holders before issue

    Add Holder Register rows and approve people before printing or issuing passes.

  5. 5

    Reconcile after the event

    Update issue, replacement and collection events, then reconcile unreturned or invalid credentials.

Common mistakes to avoid

  • Expecting live badge or access-control system integration — Use the workbook as a planning and issue register; operate badge printers and access systems separately.
  • Creating credentials before zones are defined — Complete the Zones sheet before configuring Credential Matrix access rights.
  • Confusing accreditation with complimentary ticket holds — Track pass types and zone access here; keep comps and ticket holds in the complimentary tickets register.

Download files

Unlock this resource above to download every included file. Companion files do not need a separate form.

Accreditation and credential matrix — editable XLSX

Editable Excel workbook with Instructions, Event Setup, Zones, Credential Matrix and Holder Register sheets for credential access control planning.

When to choose it: Use to define zones, credential types and holder issue status before passes are printed.

XLSX · 11 KBLocked

Credential issue desk sheet — printable PDF

Printable companion PDF for the credential issue desk to support on-site issue and collection checks alongside the workbook.

When to choose it: Use at the issue desk when a portable credential reference is needed.

PDF · 3 KB · CompanionLocked

Continue your planning workflow

← Previous stepAccessibility Planning WorkbookNext step →Cashless Payments and POS for EventsNext step →Booth And Floor Space Allocation PlannerNext step →Complimentary Tickets And Holds Register

Take this workflow into EventSuite

Replace manual files with live event operations connected across ticketing, vendors, marketing, and reporting.

Get startedStart your setupConnect your event operations to EventSuite — ticketing, vendors, marketing, and analytics in one platform.Talk to usBook a demoSee how EventSuite can replace spreadsheets and manual processes for your events.

Event management

Run events end-to-end from brief to post-event reporting.

Workforce

Schedule crew, manage briefings, and track accreditation.

Frequently asked questions

Frequently Asked Questions

Does this print badges or control doors automatically?+

No. It records credential rules and holder status. Badge production and access-control systems remain separate.

Is the PDF the primary working file?+

No. The editable XLSX is primary. The PDF companion supports the credential issue desk as a printable reference.

Which sheets match credential holders to authorised zones?+

Instructions, Event Setup, Zones, Credential Matrix and Holder Register.

When should credentials be issued?+

Issue only after holder, credential type, zone access and validity window are approved. Reconcile issued and uncollected credentials after use.

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