Active Event Workflow

Overview

Active event workflow is the daily operating rhythm after registration, applications, or submissions are live. The goal is to catch issues while they are still small: pending payments, stuck approvals, underfilled shifts, risky capacity, unanswered attendee messages, and public information that no longer matches the plan.

Inputs, options, and queues checked each day

Page or queue	Inputs and options to review	Why it matters
Attendee Rego	Status, payment state, tier, add-ons, follow-up message, resend email action.	Confirms attendees are not stuck because of payment, approval, or communication gaps.
Upgrades	Request details, decision note, approve/decline action, payment window.	Prevents capacity or entitlement changes from being accepted without review.
Transfers	Sender, recipient, decision note, approve/decline action.	Protects identity and ownership of registrations.
Refunds	Refund items, reference, proof upload, attendee note, approve/decline action.	Keeps money decisions explainable.
Human Resources	HR enabled, volunteer applications, departments, staff, locations, roster, live shift state.	Confirms the event has enough people and clear ownership.
Activities	Activity status, submission windows, pending/rejected/approved submissions, review remarks.	Keeps programming and content queues moving.
Analytics	Registration capacity, tier demand, add-on demand, finance/account capacity, inventory movement.	Surfaces risks before they reach event day.
Public pages	Event details, registration forms, submission forms, wallet links, prices.	Confirms attendees see the same information staff think is live.

Flowchart

Use these surface references while reading the active-event flowcharts:

Flowchart action	Surface reference
Check Rego Screens	Regos, Waitlist, Upgrades, Refunds, and Transfers
Resolve registration issues	Regos
Check Human Resources	Human Resources, Volunteer Applications, Staff Roster, and Live Shift Tracker
Check Activities	Activities, Submissions Review, and Approved Submissions
Check analytics	Rego Analytics, Finance Analytics, and Inventory Analytics
Verify public view	Details, Rego Config, and Communications

1. Check registration operations

flowchart TD
  step1["Prerequisite:<br/>The event is active and collecting registrations, applications, or submissions"] --> step2["Start daily event operations check"]
  step2 --> step3["<b>Check Rego Screens</b><br/><i>Surfaces: Regos, Waitlist, Upgrades, Refunds, Transfers</i><br/>1. Open each Rego Screens page<br/>2. Review new registrations<br/>3. Review pending payments<br/>4. Review registrations needing approval or manual action<br/>5. Review upgrade, transfer, and group registration queues"]
  step3 --> step4{"Are there registration issues?"}
  step4 -- "Yes" --> step5["<b>Resolve registration issues</b><br/><i>Surface: Regos</i><br/>1. Open the affected registration<br/>2. Confirm attendee, payment, tier, and status<br/>3. Approve, reject, follow up, or assign to the event lead<br/>4. Add an internal note if another staff member needs context"]
  step4 -- "No" --> step6["Continue to people and program checks"]
  step5 --> step6
  click step3 "../surfaces/regos/" "Open Regos surface docs"
  click step5 "../surfaces/regos/" "Open Regos surface docs"

2. Check people and program operations

flowchart TD
  step7["Start people and program checks"] --> step8["<b>Check Human Resources</b><br/><i>Surfaces: Human Resources, Volunteer Applications, Staff Roster, Live Shift Tracker</i><br/>1. Open Human Resources<br/>2. Review volunteer applications<br/>3. Review staff roster and departments<br/>4. Review shift locations and volunteer positions<br/>5. Check if staffing coverage still matches event needs"]
  step8 --> step9{"Are there HR issues?"}
  step9 -- "Yes" --> step10["<b>Resolve HR issues</b><br/><i>Surfaces: Human Resources, Volunteer Applications, Staff Roster</i><br/>1. Open the affected application, staff record, or position<br/>2. Approve, reject, request more information, or assign follow-up<br/>3. Update staff notes, department assignment, or shift coverage if needed"]
  step9 -- "No" --> step11["Continue to activity review"]
  step10 --> step11
  step11 --> step12["<b>Check Activities</b><br/><i>Surfaces: Activities, Submissions Review, Approved Submissions</i><br/>1. Open Activities<br/>2. Review panel, conbook, dealer, or other submission queues<br/>3. Check submissions waiting for review<br/>4. Check if accepted items need scheduling, capacity, or public-page updates"]
  step12 --> step13{"Are there activity or submission issues?"}
  step13 -- "Yes" --> step14["<b>Resolve activity issues</b><br/><i>Surface: Submissions Review</i><br/>1. Open the affected submission<br/>2. Approve, reject, request changes, or assign follow-up<br/>3. Add notes for scheduling, rooming, conbook, dealer, or event lead review"]
  step13 -- "No" --> step15["Continue to analytics and handoff"]
  step14 --> step15
  click step8 "../surfaces/human-resources/" "Open Human Resources surface docs"
  click step10 "../surfaces/volunteer-applications/" "Open Volunteer Applications surface docs"
  click step12 "../surfaces/activities/" "Open Activities surface docs"
  click step14 "../surfaces/submissions-review/" "Open Submissions Review surface docs"

3. Check analytics, risks, and public changes

flowchart TD
  step16["Start analytics and handoff"] --> step17["<b>Check analytics</b><br/><i>Surfaces: Rego Analytics, Finance Analytics, Inventory Analytics</i><br/>1. Review registration count and event capacity<br/>2. Review paid, unpaid, and pending totals<br/>3. Review tier, add-on, inclusion, and inventory demand<br/>4. Review HR and activity volume if available"]
  step17 --> step18{"Any operational risk?"}
  step18 -- "Yes" --> step19["<b>Escalate risk</b><br/>1. Identify the affected page or record<br/>2. Capture the current count, status, or blocker<br/>3. Recommend the next action<br/>4. Send it to the event lead or responsible owner"]
  step18 -- "No" --> step20["Continue to daily handoff"]
  step19 --> step20
  step20 --> step21["<b>Record daily handoff</b><br/>1. List what changed today<br/>2. List unresolved items<br/>3. Name the owner for each follow-up<br/>4. Set when the next check should happen"]
  step21 --> step22{"Did public information change?"}
  step22 -- "Yes" --> step23["<b>Verify public view</b><br/><i>Surfaces: Details, Rego Config, Communications</i><br/>1. Open the attendee-facing event page<br/>2. Open registration forms and submission forms<br/>3. Confirm public text, dates, prices, and links are correct<br/>4. Confirm ticketing or wallet links still work if enabled"]
  step22 -- "No" --> step24["Daily active-event workflow complete"]
  step23 --> step24
  click step17 "../surfaces/rego-analytics/" "Open Rego Analytics surface docs"
  click step23 "../surfaces/details/" "Open Details surface docs"