Volunteer and Attendee Check-ins

[xsh2047]

An organization may rely on volunteers to manage events. It would be good to have a simple system for users to be able to let the event coordinators know that they are on site and available.

The system could also be used to have attendees confirm that they are actually at the event. This would help with capacity planning.

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[AdityaBirangal]

@xsh2047 assign this issue to me :)

[AdityaBirangal]

First Way - Admin/Creator side check-in (default)

• Every user will have it’s own unique QR code. (that can be generated from existing ID)
• Event Admin/Creator will scan that QR code & see if he/she is registered or not & give entry(check in) at event.
• Admin will also have an option to manually check-in/check-out any attendee What's your views on this ?

[xsh2047]

Could you provide an option that isn't so manual for the Admin/Creator?

[AdityaBirangal]

Second Way - Self check-in (optional)

I have one another idea

• Every Event will have one check in code/QR code.
• Creater/Admin will print it & display nearby entry gate.
• Attendees will scan it & will show success message to watchman & do self check-in

We can implement both

• Admin/Creator side check-in (default)
• Self check-in (optional) (Admin will enable it if required)

[xsh2047]

Okay sounds good. No objections at all.

[palisadoes]

I have one another idea

• Every Event will have one check in code/QR code.
• Creater/Admin will print it & display nearby entry gate.
• Attendees will scan it & will show success message to watchman & do self check-in

We can implement both

• Admin/Creator side check-in (default)
• Self check-in (optional) (Admin will enable it if required)

@AdityaBirangal Consider the case of no printer availability first. The QR code should scannable on organizers' phones too. This would probably include anyone assigned a task in the event.

@xsh2047 What do you think?

[AdityaBirangal]

@palisadoes We are thinking to implementing to two ways

• Admin/Creator side check-in (default)
• Self check-in (optional) (Admin will enable it if required)

Second way is optional If organiser intervention is required then First way will be more secure or authentic

although Event specific QR code would be available in Digital formate with organiser.

[AdityaBirangal]

Check-in Flow

[palisadoes]

@adithyaakrishna

1. With the second way, the scanned code should also be available on the organizers' phone, not just printed.
2. Some types of events will have optional checkins, without prior registration. For example,
   1. parents visiting a gym with their children and want to leave their children in the care of a volunteer station in a game room.
   2. parents going to a place of worship for weekly prayers who want to leave young children in a religious classroom until prayers are complete

How would you approach the second optional checking scenario?

[AdityaBirangal]

1. Noted 👍🏻
2. I guess Second way won't be feasible in such cases

[palisadoes]

Try to make it flexible with mandatory and optional checkins as part of event creation. Child daycare for events is fairly common in community organizations.

[AdityaBirangal]

I will keep this in mind while designing. mandatory/optional

[AdityaBirangal]

I'm seeing future scope in First way. as it can we used to verify identity in future.

1. Volunteer at game station will scan parent's id code. Volunteer will make entry/note in app like 2 children or belonging's left there like bag kept in rack no 6 etc. & after parent come back Volunteer will scan parent's id code again if match with previous one. Volunteer will make entry/note that children & bag from rack no 6 were returned
2. This can be used to avoid duplicacy in some cases -- let's say at TEDx Event some takeaway gift need to be distribute & only one unit per attendee. -- volunteer will scan user's code & will give gift. if someone tries to take double he/she can be identify

[AdityaBirangal]

@palisadoes This check-in functionality also need to be develop in Talawa Admin Portal. Can I create issue on that repo to keep Admin Portal team in loop ?

[palisadoes]

Sure.

Keep the features simple. Just focus on people check in for now.

[AdityaBirangal]

Flow with dummy data https://user-images.githubusercontent.com/43909309/125846677-cff2a845-2d3f-4bc1-88b2-5cbc44f8180b.mp4

[palisadoes]

Well done.

[Sagar2366]

Good work @AdityaBirangal

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