Inclusion Claim

Overview

Inclusion Claim is the fulfillment surface for handing out bundled tier items, paid add-ons, dealer package items, badges, meal vouchers, or other pickup items. It is separate from Check-In when the event wants entry and item distribution handled by different desks.

Dashboard route

/ems/manage/inclusion-claim?id=:eventId

The route mounts the shared Check-In workspace in claim mode. It has no camera/NFC panel and no split-claim setting toggle. It is designed for records that already have a check-in state.

Fulfillment workflow state

Element	Type	What it does	Operational impact	Check before using
Fulfillment workflow card	Status/summary card	Shows the same workflow setting summary loaded from check-in settings.	Reminds staff whether the event is using a separate claim desk.	If the event is not actually splitting work, confirm with the check-in lead before processing claims here.
Settings pill	Generated badge	Shows Split claim on or Unified handoff based on the saved event setting.	Helps staff detect whether Inclusion Claim is expected to be active.	When unified handoff is shown, check whether claim work should instead happen from Check-In.
Fulfillment note	Static helper text	Tells staff to use the page for attendees or Dealers Den regos that have already been checked in.	Keeps the page focused on post-entry handoff.	Do not use this page to admit someone who has not been checked in.

Lookup controls

Control or section	Type	What it does	Operational impact	Check before using
Search name, table, email, or rego ref	Search input	Filters claim-eligible records by attendee name, Dealers Den table, email, or rego reference.	Search only considers records that are no longer not_checked_in.	If a record is missing, confirm it was checked in first on the Check-In page.
Search results	Generated section	Shows matching checked-in or fulfillment records with a count.	Lets claim staff find a specific attendee or dealer team quickly.	Confirm source badge, display name, and rego ref before opening.
Awaiting Inclusion Claim	Generated section	Lists records with checked_in workflow status.	These are checked in and waiting for item handoff.	Prioritize this section during active pickup.
Pending Complete Fulfillment	Generated section	Lists records with missing_inclusions workflow status.	These records still have unavailable or unclaimed items.	Use for exception handling, missing stock, substitutions, or follow-up.
Recently Fulfilled	Generated section	Shows recently completed claims, limited for quick reference.	Helps staff answer “was this already claimed?” without searching the full event.	Do not use it to issue duplicate items.

Entry card fields

Field or control	What it shows	Why it matters
Source badge	Attendee rego or Dealers Den rego.	Shows whether staff are fulfilling an individual attendee record or dealer team record.
Workflow badge	Checked in, Fulfilled, or Pending fulfillment.	Indicates whether claim work is still needed.
Source status badge	Underlying registration or dealer status.	Helps identify records that may still need review before item handoff.
Display name and secondary text	Attendee/dealer identity, email/table context, or dealer slot count.	Helps staff avoid handing items to the wrong person or team.
Flags	Existing issue markers.	Warns claim staff about missing items, mismatches, or payment concerns.
Rego ref	Precise claim identifier.	Useful for support notes and physical pickup lists.
Checked-in timestamp	Confirms the record entered the claim flow after check-in.	If this is missing, return to Check-In.
Pending item count	Shows unresolved item count where applicable.	Helps staff prioritize incomplete handoffs.
Review claim	Opens the claim detail modal.	Use only after matching the attendee or dealer team to the visible record.

Claim detail modal

Inclusion Claim uses the same detail modal as Check-In, but saves through the inclusion-claim endpoint and does not show the Partner notes textarea.

Area	Fields or controls	What they mean	Check before saving
Modal title and badges	Attendee or dealer identity, rego ref, workflow status, and source/payment status.	Confirms the exact claim record.	Stop if the record does not match the person or dealer team receiving items.
Rego details	Reference, tier, add-ons, payment status, payment method, payment reference, Pawsport number, submitted/confirmed/updated dates.	Shows what the attendee is entitled to receive.	Compare tier/add-ons with the physical items at the desk.
Dealers Den rego details	Reference, table name, Dealers Den status, package, payment method, payment reference, created/confirmed/updated dates.	Shows what a dealer team is entitled to receive.	Confirm table name and package before handing over dealer materials.
Payment proof	Image preview, proof link, or no-proof message.	Supports exception review if fulfillment is blocked by status concerns.	Escalate payment mismatch instead of resolving it only from the claim desk.
Attendee or dealer profile	Identity and contact details attached to the record.	Helps staff verify the person collecting items.	Use only for operational verification.
Fursona profile and ref sheets	Optional fursona details and ref-sheet download buttons.	Gives staff visual context when needed.	Download only when necessary for event operations.
Team roster	Dealer team slots, roles, tiers, and add-ons.	Shows which package slots and items belong to the dealer rego.	Do not issue items for a slot that is not listed.
Check-in record	Checked-in/claimed timestamps, staff emails, and notes.	Shows whether someone already processed entry or claim.	Review before saving a second claim update.
Flags	Checkboxes for Incorrect personal details, Missing inclusions, Rego details mismatch, and Payment mismatch.	Records exceptions for the next staff member or closeout.	Use flags to preserve operational facts, especially when stock is missing.
Checklist	Available and Claimed controls for each inclusion or add-on.	The claim desk’s main work surface.	Confirm physical handoff before marking items claimed.
Confirm inclusions received	Submit button	Saves flags and checklist item state through /api/events/:eventId/check-in/:kind/:recordId/claim.	Press only after the item state is accurate.

Checklist options

Checklist option	What it means	Operational effect
Available	The item exists and can be handed over.	If unchecked, the record remains useful for missing-stock follow-up.
Claimed	The attendee or dealer team received the item.	Claimed items contribute to the record moving toward Fulfilled.
Missing or unchecked item	Staff did not hand over the item.	The record can remain in Pending Complete Fulfillment until staff resolve the missing item.

Flags

Flag	Use when	Why it matters
Incorrect personal details	The profile shown does not match what the attendee or dealer reports.	Support may need to correct the source registration/profile.
Missing inclusions	Expected physical items are not available or not handed over.	Closeout and inventory review need this evidence.
Rego details mismatch	Tier, add-on, package, or slot information does not match what staff expect.	Prevents wrong package fulfillment from being hidden.
Payment mismatch	Payment/status information conflicts with handoff expectations.	Finance or registration support may need to review before items are released.

Flowchart context

Run Check-In references Inclusion Claim when the event separates admission from merch, badge, or package pickup. Closeout should compare claim state against inventory and onsite notes.

Common mistakes

• Do not mark an item claimed before it is physically handed over. The claim state may be used later to resolve disputes or stock mismatches.
• Do not use Inclusion Claim as a substitute for Check-In. Records must already be checked in before they appear as claimable.
• Do not clear missing items just to move a record out of Pending Complete Fulfillment. Leave the missing state visible until the desk actually resolves it.
• Do not ignore dealer slots. Dealer package fulfillment may involve multiple people and add-ons under one dealer record.