Post-Event Record Maintenance

Overview

Post-event record maintenance is the work that keeps EMS useful after the event is over. The goal is not to keep editing forever. The goal is to make the event record trustworthy enough that support staff, finance staff, future organizers, and auditors can understand what happened without relying on memory.

This lifecycle includes payment reconciliation, refunds, settlements, inventory counts, POS records, inclusion claims, check-in totals, staff coverage notes, offline import history, communications, and final archive state.

Dashboard routes

Route	Purpose
/ems/manage/details?id=:eventId	Updates final event status and archive state.
/ems/manage/regos?id=:eventId	Reviews unresolved registration, payment, and attendee questions.
/ems/manage/refunds?id=:eventId	Finishes refund decisions and proof records.
/ems/manage/settlements?id=:eventId	Records final settlement proof and finance notes.
/ems/manage/inventory-tracking?id=:eventId	Reviews stock movements, UUID/NFC/barcode exports, and remaining items.
/ems/manage/point-of-sales?id=:eventId	Reviews event-day sale records and recent transactions.
/ems/manage/offline-snapshot-history?id=:eventId	Confirms offline imports and applied changes.

Flowchart

flowchart TD
  freeze["<b>Freeze active operations</b><br/>Stop new operational changes except corrections and closeout tasks<br/><i>Surface: Details</i>"] --> attendance["<b>Reconcile attendance</b><br/>Compare regos, check-ins, inclusion claims, and offline imports<br/><i>Surfaces: Regos, Check-In, Offline History</i>"]
  attendance --> money["<b>Reconcile money-adjacent records</b><br/>Review payments, POS sales, refunds, upgrade payments, and settlements<br/><i>Surfaces: Finance Analytics, Refunds, Settlements</i>"]
  money --> inventory["<b>Reconcile inventory</b><br/>Compare inclusions, claims, POS sales, stock, and exported item IDs<br/><i>Surfaces: Inventory Tracking, POS</i>"]
  inventory --> people["<b>Reconcile people operations</b><br/>Review roster notes, live shift tracker, volunteer decisions, and subsidies<br/><i>Surfaces: Staff Roster, Live Shift Tracker</i>"]
  people --> ready{"All unresolved items assigned or closed?"}
  ready -- No --> assign["Assign owner, write record ID, expected outcome, and next check date"]
  assign --> ready
  ready -- Yes --> archive["<b>Archive event</b><br/>Move to final state and preserve the closeout handoff<br/><i>Surface: Details</i>"]
  click freeze "../surfaces/details/" "Open Details surface docs"
  click attendance "../surfaces/check-in/" "Open Check-In surface docs"
  click money "../surfaces/finance-analytics/" "Open Finance Analytics surface docs"
  click inventory "../surfaces/inventory-tracking/" "Open Inventory Tracking surface docs"
  click people "../surfaces/staff-roster/" "Open Staff Roster surface docs"
  click archive "../surfaces/details/" "Open Details surface docs"

Maintenance stages

Stage	What to do	Proof to keep
Freeze active operations	Stop new operational changes unless they are corrections or closeout tasks.	Event status, closeout owner, and remaining open tasks.
Reconcile attendance	Compare registration totals, check-in totals, inclusion claims, and offline imports.	Final counts and notes for mismatches.
Reconcile money-adjacent records	Review payments, POS sales, refunds, upgrade payments, and settlements.	Account totals, refund proof, settlement proof, and finance notes.
Reconcile inventory	Compare inclusions, claims, POS sales, remaining stock, and exported item IDs.	Stock notes, missing items, and owner for unresolved discrepancies.
Reconcile people operations	Review roster, live shift tracker notes, volunteer decisions, and subsidy outcomes.	Coverage notes, no-show records, and subsidy decisions.
Archive	Move the event into the intended historical state.	Archived status and final handoff note.

Corrections after the event

Correction type	Where to make it	What to write down
Incorrect attendee status	Regos	Why the record was wrong and who confirmed the correction.
Wrong payment state	Regos or Finance Analytics	Account/proof basis for the correction.
Refund outcome missing	Refunds	Decision, amount, proof, reference, and notes.
Settlement proof missing	Settlements	Amount, date, receiving party, and proof.
Inventory mismatch	Inventory Tracking	Count basis and whether the mismatch is accepted or assigned.
Offline sync uncertainty	Offline Snapshot History	File, generated time, imported time, and applied count.

Archive readiness

Check	Ready when
Public state	Event should no longer invite new attendee action unless intentionally kept visible.
Registrations	Pending, waitlist, upgrade, transfer, and refund queues are resolved or assigned.
Finance	Payment, POS, refund, and settlement records have review notes or proof.
Check-in	Final attendance and claim records have been reviewed.
Staff	Roster and live shift issues have been recorded.
Inventory	Remaining stock and missing-item notes are understood.
Communications	Any final attendee or staff messages have been sent or intentionally skipped.

Common mistakes

Do not archive an event just because the event day is over. Archive only after the records someone will need later are understandable: who attended, what was paid or refunded, what was claimed or sold, what staff covered, and what still needs follow-up.