Check-In Lifecycle

Overview

The check-in lifecycle is the event-day path from a confirmed registration to a verified attendee. It includes online check-in, offline snapshot use, QR/NFC scanning, manual lookup, flags, notes, inclusion claiming, and post-event sync review.

Check-in is sensitive because it sits at the door. A wrong action can admit someone who should not enter, block someone who paid, or lose proof of what happened during an outage.

Dashboard routes

Route	Purpose
/ems/manage/check-in?id=:eventId	Searches attendees, scans codes, reviews records, and writes check-in actions.
/ems/manage/inclusion-claim?id=:eventId	Claims inclusions or fulfillment items separately from entry check-in.
/ems/manage/offline-snapshot?id=:eventId	Exports or imports LAN/offline data for disconnected operation.
/ems/manage/offline-snapshot-history?id=:eventId	Reviews offline snapshot import/export history and applied changes.

Flowchart

flowchart TD
  ready["<b>Ready for check-in</b><br/>Event, regos, payment state, conditions, and staff devices are ready<br/><i>Surface: Check-In</i>"] --> offline{"Will the event use offline operation?"}
  offline -- Yes --> export["Export snapshot for LAN or Android use<br/><i>Surface: Offline Snapshot</i>"]
  offline -- No --> lookup
  export --> lookup["<b>Live lookup</b><br/>Search, scan QR, or tap NFC to open attendee record<br/><i>Surface: Check-In</i>"]
  lookup --> decide{"Entry allowed?"}
  decide -- No --> hold["Pause entry, add notes, or hand off exception to lead"]
  hold --> lookup
  decide -- Yes --> checkin["<b>Check in attendee</b><br/>Save entry action, operator, notes, and flags"]
  checkin --> claim{"Items or inclusions handed over?"}
  claim -- Yes --> inclusion["Mark items claimed only when physically handed over<br/><i>Surface: Inclusion Claim</i>"]
  claim -- No --> sync
  inclusion --> sync{"Offline data used?"}
  sync -- Yes --> import["Import file and review applied counts<br/><i>Surface: Offline Snapshot History</i>"]
  sync -- No --> review["Post-event count and exception review"]
  import --> review
  click ready "../surfaces/check-in/" "Open Check-In surface docs"
  click export "../surfaces/offline-snapshot/" "Open Offline Snapshot surface docs"
  click lookup "../surfaces/check-in/" "Open Check-In surface docs"
  click inclusion "../surfaces/inclusion-claim/" "Open Inclusion Claim surface docs"
  click import "../surfaces/offline-snapshot-history/" "Open Offline Snapshot History surface docs"

Lifecycle states

State	What is true	Surface to inspect	Completion evidence
Ready for check-in	Event, rego records, conditions, payment state, and staff devices are ready.	Check-In, Conditions of Entry	Test lookup works and staff know what statuses allow entry.
Snapshot exported	Offline copy is prepared for LAN or Android operation.	Offline Snapshot	Export file, event ID, generated time, and intended device owner are recorded.
Live lookup	Staff search, scan, or tap an attendee record.	Check-In	The opened record matches the attendee and current event.
Entry decision	Staff checks in the attendee, pauses for review, or rejects entry.	Check-In	Check-in time, operator, notes, and flags reflect the decision.
Inclusion claim	Staff marks included items as claimed when the attendee receives them.	Inclusion Claim	Claim state matches actual handoff of items.
Offline import	LAN or Android results are brought back online.	Offline Snapshot, Offline Snapshot History	Applied counts and history entries match the event-day file.
Post-event review	Staff compares totals and investigates mismatches.	Check-In, Rego Analytics	Final counts, notes, and exceptions are documented.

Decisions at the door

Decision	What to check first	Where it is recorded
Check in attendee	Identity, rego status, payment state, age/conditions, flags, and event ID.	Check-In
Do not check in yet	Missing proof, wrong event, unresolved flag, unpaid status, or identity mismatch.	Notes or handoff outside the check-in action.
Claim inclusion	Correct attendee, correct item, and item physically handed over.	Inclusion Claim
Import offline data	File belongs to the same event and expected snapshot flow.	Offline Snapshot History

Offline safety checks

Check	Why it matters
Export only the intended event snapshot.	Avoids mixing attendee records between events.
Track which device received each file.	Helps investigate duplicate or missing check-ins.
Import the correct file once.	Prevents repeated or wrong applied counts.
Review sync history after import.	Confirms what changed online.

Common mistakes

Do not use screenshots or copied names as check-in proof when scanner/search is available. Always open the event record, confirm the attendee identity, and record the action in the check-in surface or approved offline tool.