Surfaces
Check-In
Event-day attendee lookup, scanner operation, check-in actions, flags, notes, and checklist state.
First created Last updated
check-inevent-dayevent-managementscanner
Overview
Check-In is the live event-day desk for finding attendee or dealer registration records, confirming eligibility, marking entry, and reviewing flags or checklist items. It changes operational state, so staff should use it only on the correct event and only after confirming the displayed record.
Dashboard route
/ems/manage/check-in?id=:eventId
The route mounts the shared Check-In workspace in check-in mode. It requires a signed-in dashboard session and an event ID. If no event ID is present, the page tells the operator to return to Events and choose an event first. If the session is not authenticated, the loading area shows Not authenticated.
Workflow setting
| Control or element | Type | What it does | Operational impact | Check before using |
|---|---|---|---|---|
| Split check-in and inclusion claim | Checkbox | Saves the event check-in setting through /api/events/:eventId/check-in/settings. | When off, check-in and item handoff happen together from the Check-In modal. When on, Check-In records entry first and the Inclusion Claim page finishes item handoff later. | Decide this before doors open so desks do not split work differently from the system state. |
| Workflow setting status pill | Generated badge | Shows Unified handoff or Split claim on. | Gives staff a fast read of whether the desk should finish fulfillment now or send the record to the claim desk. | Confirm the pill matches the event-day staffing plan. |
| Unsaved workflow setting state | Generated state | Marks the setting card and floating save bar dirty when the checkbox changes. | Prevents a workflow toggle from silently changing without being saved. | Save or revert before opening records, otherwise staff may operate under the wrong handoff flow. |
| Floating save bar | Save/revert control | Saves or reverts the split-claim setting. | Only affects the workflow setting, not individual attendee records. | Re-check the status pill after saving. |
Lookup and scanner controls
| Control or element | Type | What it does | Operational impact | Check before using |
|---|---|---|---|---|
| Search name, table, email, or rego ref | Search input | Filters loaded attendee regos and Dealers Den regos by search tokens or rego reference. | Creates the Search results section when text is entered. | Try name, email, table name, and rego reference before treating a person as missing. |
| Search results | Generated section | Shows matching records and a count badge. | Lets staff open a narrowed record instead of scanning the full ready list. | Confirm the badge source, display name, secondary text, and rego ref before opening. |
| Auto scanner | Camera/NFC panel | Starts camera scanning automatically in Check-In mode. | Scanner can jump directly to a matching record when a QR or barcode contains the rego reference or a URL query value such as ref, regoRef, code, or id. | Test camera permissions, lighting, and focus before doors open. |
| Pause scanner / Resume scanner | Button | Stops or restarts scanner automation. | Prevents accidental scans while staff are reading, discussing, or correcting a record. | Pause when the desk is handling an exception or when extra badges are visible in camera range. |
| NFC | Checkbox | Stores local device preference in fph.checkin.nfcEnabled and attempts Web NFC scanning when enabled. | Enables NFC lookup beside the camera scanner on supported browsers/devices. | Keep manual search available; unsupported devices show Web NFC is not supported on this device or browser. |
| Scanner status badge | Generated badge | Shows states such as Starting scanner, Auto scan on, Camera + NFC live, Auto scan paused, or Camera blocked. | Tells staff whether auto lookup is actually active. | Do not rely on scanner input when the badge says paused or blocked. |
| Camera preview and guide | Video preview | Displays the camera view and guide frame when scanning is active. | Helps staff center rego codes inside the frame. | If the preview is blank or blocked, use search instead of repeatedly retrying. |
Record sections
| Section | What appears | Meaning | Operator response |
|---|---|---|---|
| Ready to check in | Up to 18 entries with not_checked_in workflow status. | These records do not have a check-in record yet. | Open the correct record and confirm eligibility before finalizing check-in. |
| Pending Complete Fulfillment | Records with missing_inclusions workflow status. | A check-in happened, but one or more checklist items remain unavailable or unclaimed. | Send to fulfillment follow-up or resolve missing stock before marking complete. |
| Checked In Awaiting Claim | Records with checked_in workflow status when split claim is on. | Entry was recorded and the record is ready for Inclusion Claim. | Direct the attendee or dealer to the claim desk if items still need handoff. |
| Recently Checked In | Records with checked_in workflow status when split claim is off. | Used mostly for records waiting on missing items in unified handoff mode. | Review if a recently handled attendee returns with an issue. |
| Fulfilled | Up to 18 records with fulfilled workflow status. | Entry and all required handoff items are complete. | Use as quick confirmation, not as a reason to hand out duplicate items. |
Entry card fields
| Field or control | What it shows | Why it matters |
|---|---|---|
| Source badge | Attendee rego or Dealers Den rego. | Distinguishes normal attendee records from dealer team/package records. |
| Workflow badge | Not checked in, Checked in, Fulfilled, or Pending fulfillment. | Shows what action is still needed. |
| Source status badge | The registration or dealer status from the underlying record. | Helps staff spot unpaid, pending, rejected, or otherwise risky records. |
| Display name and secondary text | Attendee name/email, dealer table, or slot count depending on source. | Gives staff enough context to avoid opening the wrong record. |
| Flags | Yellow badges for issues already attached to the check-in record. | Warns staff about mismatches, missing items, or payment issues. |
| Rego ref | Registration reference or No rego ref. | Main precise identifier for support and scanner matching. |
| Checked-in timestamp | Shows when the record was checked in, or Not checked in yet. | Helps identify duplicate scans and re-entry questions. |
| Pending item count | Shows how many items remain pending when applicable. | Signals incomplete fulfillment. |
| Check in / Review | Opens the detail modal. | The button label changes to Check in only for not-yet-checked-in records; otherwise it uses Review. |
Detail modal fields and controls
| Area | Fields or controls | What they mean | Check before saving |
|---|---|---|---|
| Modal title and badges | Attendee display name, dealer table name, rego ref, workflow badge, and source/payment status badge. | Confirms the exact record being handled. | Stop if the displayed person, table, or status does not match the attendee in front of staff. |
| Rego details | Reference, tier, add-ons, payment status, payment method, payment reference, Pawsport number, submitted date, confirmed date, updated date. | Main operational record for attendee check-in. | Confirm payment/status and tier before admitting or handing over tier items. |
| Dealers Den rego details | Reference, table name, Dealers Den status, package, payment method, payment reference, created date, confirmed date, updated date. | Main operational record for dealer check-in. | Confirm dealer status and package before handing over table/team materials. |
| Payment proof | Image preview when image-like, link when non-image, or empty message. | Helps staff verify payment evidence when the source status needs support review. | Do not use proof alone to override event policy unless authorized. |
| Attendee profile | Display name, legal name, preferred name, email, contact number, date of birth, pronouns, username, address, terms accepted date. | Identity and contact context for onsite verification. | Use legal/profile details carefully and only for operational need. |
| Fursona profile | Name, species, pronouns, and ref-sheet download buttons. | Gives staff reference material if the attendee does not have a separate profile view nearby. | Download only when needed for event operations. |
| Dealer applicant profile | Dealer name, email, preferred name, username, and address. | Confirms the dealer applicant connected to a dealer registration. | Compare table and package information before acting. |
| Team roster | Slot cards with attendee, role, assigned tier, and add-ons. | Shows who belongs under the dealer registration. | Hand over only the items and access tied to the visible slots. |
| Check-in record | Checked-in time/by, claimed time/by, and notes. | Audit context for earlier desk actions. | Review before changing flags or submitting another update. |
| Flags | Checkboxes for Incorrect personal details, Missing inclusions, Rego details mismatch, and Payment mismatch. | Records issues that future staff should see. | Use flags for real exceptions, not general comments. |
| Partner notes | Textarea saved only from Check-In mode. | Stores arrival, missing item, ID verification, or partner handoff details with the check-in record. | Write concise factual notes that another operator can understand. |
| Checklist | Per-item Available and Claimed/Claim later controls for inclusions and add-ons. | Tracks whether each item exists and whether it was handed over. | Do not mark claimed until the item is physically handed over. |
| Confirm check-in | Submit button | Saves flags, notes, and checklist through the check-in endpoint. | Confirm identity, event, payment/status, and item state first. |
Checklist behavior
| Checklist control | Meaning | Split-claim effect |
|---|---|---|
| Available | The item is available at the desk. | If unchecked, the record can remain in Pending Complete Fulfillment. |
| Claimed | The item was handed over. | Available when unified handoff is used. |
| Claim later | The item should be handled on the Inclusion Claim page. | In split mode, claimed checkboxes are disabled on Check-In and saved as unclaimed. |
Scanner and modal interaction
Opening a detail modal stops camera and NFC scanning so another visible badge cannot accidentally replace the active record. Closing the modal restarts scanner automation unless scanning is paused.
Flowchart context
Run Check-In maps directly to this page for finding an attendee, validating the registration, marking check-in, handling duplicate scans, and reconciling totals.
Related surfaces: Offline Snapshot, Inclusion Claim, Regos.
Common mistakes
- Do not check in a record just because it appears in search. Confirm it is the right event, right person, approved status, and acceptable payment state.
- Do not switch split-claim behavior after check-in starts unless every desk lead knows the change.
- Do not mark Available or Claimed based on what should exist; mark what staff can physically verify.
- Do not leave scanner automation running while handling disputes or checking a printed list near the camera.