Every crew member in your database has a ReelCount pass. The Setup → Pass Settings tab gives you control over how those passes are shared and managed.
Autosend Passes
Look for the "Autosend passes when adding crew" toggle.
- When turned on (the default), new passes are emailed automatically as soon as crew are added.
- When turned off, passes won't be sent until you share them manually — new crew show as Not Sent until you do.
Crew Passes List
The Crew Passes table lists everyone in your database. Each entry shows:
- Crew member's name
- Pass Status — Issued, Revoked, or Not Sent
- Date the pass was created
- When it was last shared (shows Never if it hasn't been sent yet)
There's a search bar to find people quickly.
Sharing Passes
Next to each entry is a Share Pass button.
- The email field is pre-filled with the crew member's address, but you can change it to send the pass to any email — useful if someone else needs to collect on their behalf.
- Sharing again doesn't create a new pass for someone whose pass is already issued — it re-sends their existing one.
- If their pass was revoked or never sent, Share Pass issues them a fresh pass (this counts towards your plan's pass limit, if you have one).
You can also re-send a pass from the crew member's info card on the Crew page, using the Re-Send Pass button.
Revoking Passes
Passes with status Issued also have a Revoke Pass button. Revoking disables the pass everywhere — including copies already saved to phones — and its QR code will no longer scan. You can re-send a new pass to the same person later.
VIP Passes
Above the crew list you'll find VIP Passes — standalone passes that aren't tied to a crew member or a schedule. VIPs can collect at any location with an active session, without being scheduled. You can add, share, and delete VIP passes here.
Your Plan's Pass Limit
At the top of the Crew Passes section you'll see "Issued passes: N" — and, if your plan has a pass limit, a usage bar showing how close you are. When the limit is reached, new passes can't be issued until you revoke one or upgrade your plan. Existing issued passes always keep working.
Pass Emails
When sent, passes arrive in an email with buttons to add the pass to Apple Wallet or save it to Google Wallet.
If someone digs out an old pass email much later and the download link no longer works, just use Share Pass to send them a fresh copy — it's the same pass.
How Passes Work
- Each pass shows only the crew member's name, the project name, and a QR code — nothing more, to protect data.
- If a crew member is deleted, all copies of their pass instantly stop working (including those already saved to phones).
And that's Pass Settings and Distribution — everything you need to manage how passes are shared with your crew.