TEMPLATE · THE FORM
The fields worth asking for, and no others.
Every field on an accreditation form is a field somebody has to chase, and a piece of personal data you then have to protect. This is the short list that survives that test, with a note on why each one earns its place.
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WHAT THIS IS
An accreditation application form collects what you will actually check before granting access: legal name, company, role, dates on site, the zones requested, and any documents that zone requires. Fields you will not check are not worth collecting, because an unread document implies a check that never happened.
THE TEMPLATE
| Legal name | Company | Role | Mobile | Dates on site | Zones requested | Vehicle reg | Documents | Document expiry | |
|---|---|---|---|---|---|---|---|---|---|
| Amara Okafor | Stage Left Rigging | Rigger | a.okafor@example.com | 07700 900123 | 12-15 May | Backstage, Dock, Rigging | — | Rigging qualification | 2028-03-01 |
| Rhys Ellis | Northern Press | Photographer | r.ellis@example.com | 07700 900456 | 14 May | Front of house, Pit | — | Press card | 2027-12-31 |
| Freja Lindqvist | County Medical | Paramedic | f.lindqvist@example.com | 07700 900789 | 12-15 May | All areas | LM24 KDE | HCPC registration | 2027-09-30 |
The example rows are invented people. The column shapes are not.
WHY EACH COLUMN IS THERE
Every field is a field somebody has to chase.
- Legal name
- It has to match the ID at the gate. Preferred name is a separate, optional field.
- Company
- The unit allocations are counted in, and the group you chase when somebody does not apply.
- Role
- Drives which pass type is offered. Free text here is how forty pass types happen.
- The status link goes here, which is what stops them emailing you for an update.
- Mobile
- Not for marketing. This is the list the communication procedure runs on when something happens.
- Dates on site
- Staged access needs a date range. "The whole event" is rarely true and always expensive.
- Zones requested
- Ask what they need, approve what they get. The gap between the two is the useful part.
- Vehicle reg
- Optional, and the answer changes a vehicle pass decision rather than a person one.
- Documents
- Only the ones you will open. Name them explicitly, with the expiry date as its own field.
- Document expiry
- The field that actually fails. A competence card in the file is not a card in date.
USING IT WELL
- Send each group a version that only offers the pass types they are eligible for. A form offering every option invites every option.
- Put the deadline on the form itself, not only in the covering email. The email gets forwarded without its context.
- Decide your retention period before you collect anything, and write it on the form. Under UK GDPR this is personal data, and some of it is special category.
- Collect the expiry date as a date, not as part of a filename. It is the only field that changes on its own.