Close Out an Event

Overview

Closeout is the post-event workflow for reconciling money, registrations, refunds, check-in totals, inventory, POS transactions, staff notes, and remaining attendee obligations. The goal is to leave the event in a state where the next reviewer can understand what happened without asking the original operator to reconstruct it from memory.

Inputs, options, and records to reconcile

Page or record	Inputs and options to review	Closeout purpose
Finance Analytics	Provider/account capacity, account balance signals, payment-account reconciliation.	Confirms money collected through payment accounts matches expected event totals.
Settlements	Settlement amount due, actual amount paid, remitted at, reference, proof, notes.	Records what was remitted and why.
Refunds	Approved/declined requests, refund references, proof uploads, attendee notes.	Confirms refund obligations are resolved or assigned.
Rego Analytics	Final registration count, tier activity, add-on demand.	Confirms final attendee and product demand numbers.
Shop Orders Dashboard	Shop gross revenue, platform fees, delivery fees, item/category sales, pickup/delivery queues, fulfillment exceptions.	Confirms standalone merch sales and logistics obligations.
Shop Orders	Payment review state, buyer-visible updates, linked rego markers, internal notes, exports.	Confirms shop orders are paid, rejected, fulfilled, cancelled, or assigned.
Shop Order Claim	Release audit records, claimant details, release notes, exceptions.	Confirms pickup orders were released correctly.
Check-In	Checked-in totals, duplicate scans, exception notes.	Confirms attendance and unresolved entry issues.
Inventory Tracking	Stock counts, item UUIDs, QR/NFC/barcode exports, POS-enabled items.	Confirms remaining stock and item movement.
Point of Sales	Linked attendee, anonymous sale setting, provider, account, surcharge mode, tendered amount, notes.	Confirms onsite sales were recorded and explainable.
HR and roster	Published roster, shift tracking, live coverage notes, staff/volunteer assignments.	Captures who worked, where, and what follow-up remains.
Offline Snapshot History	Export/import files and timing.	Confirms LAN-side changes were reconciled back into the online event.

Closeout procedure

Use these surface references while following closeout:

Closeout action	Surface reference
Review collected totals and account capacity	Finance Analytics
Record remittance	Settlements
Resolve refund obligations	Refunds
Confirm final registration demand	Rego Analytics
Reconcile shop sales and orders	Shop Orders Dashboard, Shop Orders, and Shop Order Claim
Confirm attendance and exceptions	Check-In and Regos
Reconcile stock and onsite sales	Inventory Analytics, Inventory Tracking, and Point of Sales
Confirm LAN import history	Offline Snapshot History
Review staff and shift notes	Human Resources, Staff Roster, and Live Shift Tracker

1. Confirm the event ID, event name, and event dates before reconciling anything.
2. Review registration totals, shop order totals, payment totals, refund state, check-in totals, inventory movement, and POS totals.
3. Record settlement transactions with the amount due, actual amount paid, remittance time, reference, and notes.
4. Resolve or assign refunds, transfer issues, unpaid registrations, duplicate check-in concerns, and inventory discrepancies.
5. Confirm offline snapshots were imported if the LAN system was used.
6. Archive or hide the event only after remaining obligations have clear owners.

Flowchart

flowchart TD
  step1["Confirm event identity<br/><i>Surface: Details</i>"] --> step2["Review collected totals and account capacity<br/><i>Surface: Finance Analytics</i>"]
  step2 --> step3{"Platform fee balance remains?<br/><i>Surface: Finance Analytics</i>"}
  step3 -- "Yes" --> step4["Record remittance<br/><i>Surface: Settlements</i>"]
  step3 -- "No" --> step5["Resolve refund obligations<br/><i>Surface: Refunds</i>"]
  step4 --> step5
  step5 --> step6["Confirm final registration demand<br/><i>Surface: Rego Analytics</i>"]
  step6 --> stepShop["Reconcile shop sales and order obligations<br/><i>Surfaces: Shop Orders Dashboard, Shop Orders, Shop Order Claim</i>"]
  stepShop --> step7["Confirm attendance and exceptions<br/><i>Surfaces: Check-In, Regos</i>"]
  step7 --> step8["Reconcile stock, shop fulfillment, and onsite sales<br/><i>Surfaces: Inventory Analytics, Inventory Tracking, Point of Sales</i>"]
  step8 --> step9{"LAN fallback used?<br/><i>Surface: Offline Snapshot History</i>"}
  step9 -- "Yes" --> step10["Confirm LAN import history<br/><i>Surface: Offline Snapshot History</i>"]
  step9 -- "No" --> step11["Review staff and shift notes<br/><i>Surfaces: Human Resources, Staff Roster, Live Shift Tracker</i>"]
  step10 --> step11
  step11 --> step12["Closeout handoff complete<br/>Final counts, money, stock, roster notes, unresolved issues, and owners are recorded"]
  click step1 "../surfaces/details/" "Open Details surface docs"
  click step2 "../surfaces/finance-analytics/" "Open Finance Analytics surface docs"
  click step4 "../surfaces/settlements/" "Open Settlements surface docs"
  click step5 "../surfaces/refunds/" "Open Refunds surface docs"
  click step6 "../surfaces/rego-analytics/" "Open Rego Analytics surface docs"
  click stepShop "../surfaces/shop-orders-dashboard/" "Open Shop Orders Dashboard surface docs"
  click step7 "../surfaces/check-in/" "Open Check-In surface docs"
  click step8 "../surfaces/inventory-analytics/" "Open Inventory Analytics surface docs"
  click step10 "../surfaces/offline-snapshot-history/" "Open Offline Snapshot History surface docs"
  click step11 "../surfaces/staff-roster/" "Open Staff Roster surface docs"

Done means

Closeout is done when the event lead can identify final registration counts, shop order counts, payment state, refund state, check-in totals, roster notes, inventory/POS totals, settlement records, unresolved issues, and the owner for each remaining follow-up.