Event Management Data Records

Overview

This page explains the main records EMS creates or changes. It is written for operators who need to understand what a dashboard action actually affects.

The same attendee or event can appear in several records at once. For example, a confirmed attendee can have a registration record, payment state, Google Wallet eligibility, Discord entitlement, inclusion claim state, POS purchase history, check-in record, and refund request. Always check the record type that matches the decision you are making.

Core event records

Record	Created or changed by	What it means
Event	Create an Event, Details	The main event shell, public identity, status, dates, venue, image, and timezone.
Public registration page	Details, Rego Config	Attendee-facing event page and registration options.
Conditions document	Conditions of Entry	Required legal or policy document assigned to tiers, dealer packages, or activity forms.
Google Wallet class	Google Wallet Config	Wallet pass class identity, approval state, brand images, colors, and support links.
Offline snapshot	Offline Snapshot	Export/import package used for LAN or offline event-day operation.
Offline sync history	Offline Snapshot History	Audit trail of snapshot exports, imports, applied counts, and schema metadata.

Registration and attendee records

Record	Created or changed by	What it means
Registration	Public rego, Regos	Attendee’s event record, tier, add-ons, identity, payment state, status, and reference number.
Rego gift	Public gift flow, Gifts	Paid entitlement bought by one attendee for another attendee by username. It stores gifter and receiver account IDs, selected tier/add-ons, payment state, optional receiver message, receiver-facing anonymity, and redemption linkage. It becomes a registration only after the receiver redeems it with their own details and event form answers.
Tier	Rego Config	Main registration product and access level.
Add-on	Rego Config	Optional registration product that can add price, stock, or entitlement.
Inclusion	Rego Config	Item or benefit bundled into products or claimable later.
Waitlist entry	Waitlist	Queue record for capacity-limited registration or tier offers.
Upgrade request	Upgrades	Request to change a registration after purchase or confirmation.
Transfer request	Transfers	Request to move a registration to another attendee.
Refund request	Refunds	Request and decision record for returning money or removing a registration item.
Check-in record	Check-In	Event-day attendance verification, notes, flags, and check-in time.
Inclusion claim	Inclusion Claim	Fulfillment state for items or benefits handed to an attendee.
Shop order	Public event shop, Shop Orders	Ecommerce purchase record for event merch. It stores buyer details, order totals, platform fees, payment state, fulfillment state, status history, delivery or pickup context, and a linked event rego when the buyer has one for the same event.
Persistent shop cart	Public event shop	API-backed pending cart for an authenticated buyer, scoped to one event and reconciled against current item availability before checkout.

Finance, inventory, and logistics records

Record	Created or changed by	What it means
Payment provider	Payments Config	Payment method such as QRPH-compatible transfer or bank/account instructions.
Payment account	Payments Config	Receiving account name, number, QR image, limits, and display behavior.
Payment confirmation	Regos, Finance Analytics	Staff-reviewed state that says payment proof and account records are accepted.
Settlement	Settlements	Finance closeout record with proof, amount, and notes.
Shop listing	Shop Config	Event shop product created from a registration add-on, inclusion, or manual standalone merch record. It controls shop price, required category, per-cart quantity limit, total sale limit, per-person lifetime limit, fulfillment mode, listing purchase window, stock behavior, product image, and rego requirement.
Shop courier and rate	Shop Config	Delivery partner configuration, preferred ordering, geo API country/region selection, and flat, administrative-region, or Philippines island-group rate rules used during checkout.
Shop payment	Shop Orders, Finance Analytics	Payment proof, reference, account, review state, platform-fee snapshot, and settlement source for a shop order.
Shop claim/release	Shop Order Claim	Audit record showing how a paid shop order was found, who released it, who claimed it, and what notes or exceptions were recorded.
POS transaction	Point of Sales	Event-day sale, basket, payment method, account, and notes.
Inventory item	Inventory Tracking	Stock item or tracked unit with QR/NFC/barcode/UUID behavior.
Inventory analytics row	Inventory Analytics	Count or summary used for reconciliation.

Staff, activities, and communications records

Record	Created or changed by	What it means
Department	Human Resources	Team or area used for staff organization.
Staff member	Human Resources	Person eligible for scheduling or HR tracking.
Volunteer position	Volunteer Positions	Role an applicant can apply for, including questions, windows, and subsidy behavior.
Volunteer application	Volunteer Applications	Applicant answers and review decision.
Shift	Staff Roster	Scheduled work block with person, role, time, location, and notes.
Live shift state	Live Shift Tracker	Current event-day coverage status.
Activity form	Activities	Submission form for panels, conbook, performances, or other activities.
Submission	Submissions Review, Approved Submissions	Attendee or partner submission and review state.
Communication blast	Communications	Audience, subject, markdown-ext body, previews, and send state.
Gift receiver notice	Public gift flow, Gifts	Inbox and email notification sent to a gift receiver. It includes the event, redemption status, optional markdown-ext message, and gifter identity only when the gifter did not choose receiver-facing anonymity.
Coupon	Attendee Coupons	Discount code, limits, stacking behavior, dates, and active state.
Affiliate campaign	Affiliates Tracking	UTM, tracking code, reward table, commission, and conversion rules.

Verification rule

When a record matters for a decision, verify it where the record is owned. Do not verify a refund from a registration row alone, do not verify attendance from a chat message, and do not verify stock from a payment note.

Common mistakes

The common record mistake is assuming one visible status explains the whole event. A rego can be confirmed while a refund is pending, a payment can be accepted while a settlement is incomplete, and an attendee can be checked in while an inclusion remains unclaimed.