UJ-M-011: Check-in to Event

Journey Overview

Attribute	Value
Journey ID	UJ-M-011
Actor	Event attendee
Goal	Confirm attendance at event via check-in
Trigger	Attendee arrives at event venue or joins online
Outcome	Attendance recorded, CPD points awarded (if applicable)

Preconditions

• Attendee has valid ticket for the event
• Event is on the scheduled date
• Check-in window is open
• Ticket has not already been used

Journey Flow

flowchart TD
    A[Attendee arrives at event] --> B[Present QR code]
    B --> C[Staff scans QR code]
    C --> D{Valid ticket?}
    D -->|Yes| E[Check-in recorded]
    D -->|No| F[Show error]
    E --> G[Welcome message displayed]
    G --> H{CPD enabled?}
    H -->|Yes| I[CPD points queued]
    H -->|No| J[Check-in complete]
    I --> J
    F --> K[Manual resolution]
    K --> L{Resolved?}
    L -->|Yes| E
    L -->|No| M[Denied entry]

Check-in Methods

QR Code Scan (Primary)

1. Present QR Code

   Attendee shows QR code to event staff:

   • From mobile phone (email or portal)
   • From mobile wallet (Apple/Google)
   • Printed PDF ticket
2. Staff Scans Code

   Staff uses scanning device:

   • Dedicated scanner hardware
   • Tablet/phone with camera app
   • Client portal check-in interface
3. Validation

   System validates ticket:

   Check	Pass	Fail
   Ticket exists	✅	"Ticket not found"
   Correct event	✅	"Wrong event"
   Not used	✅	"Already checked in"
   Not voided	✅	"Ticket cancelled"
   Check-in window	✅	"Check-in not open"

4. Confirmation

   On successful scan:

   Staff Device Shows:

   • Green checkmark
   • Attendee name
   • Ticket type
   • Photo (if on file)
   • "Welcome!" message

   Attendee Receives:

   • Confirmation on their phone (if app)
   • SMS confirmation (optional)
   • Email confirmation (optional)

Manual Check-in (Backup)

If QR code unavailable:

1. Staff searches by name or email
2. Verifies attendee identity
3. Manually marks as checked in
4. Notes reason for manual entry

Self Check-in Kiosk (Optional)

For large events:

1. Attendee approaches kiosk
2. Scans QR code on screen
3. Confirms identity
4. Prints name badge (if configured)
5. Proceeds to event

Check-in for Online Events

Zoom Integration

1. Join Online Event

   Attendee clicks meeting link from ticket

2. Zoom Tracking

   System tracks attendance via Zoom API:

   • Join time recorded
   • Duration tracked
   • Email matched to registration
3. Post-Event Import

   After event, staff imports Zoom attendance:

   • Participant list retrieved
   • Matched to registrations
   • Attendance marked automatically
   • Unmatched attendees flagged

Manual Online Check-in

For non-Zoom events:

• Attendee clicks "I'm attending" in portal
• Staff takes manual roll call
• Post-event survey with attendance confirmation

Check-in Statuses

Status	Description	CPD Eligible
Registered	Has ticket, not attended	No
Checked In	Attended, verified	Yes
Partial	Left early / joined late	Configurable
No Show	Did not attend	No
Cancelled	Registration cancelled	No

CPD Auto-Award on Check-in

If event has CPD points and auto-award enabled:

1. Check-in recorded
2. System queues CPD award job
3. After event ends (or grace period):
   • CPD record created
   • Points added to member's total
   • Certificate generated (if configured)
   • Notification sent to member

Partial Attendance:

• Minimum duration may be required
• Prorated points (e.g., 50% attendance = 50% points)
• Configurable by organization

Multi-Session Events

For events with multiple sessions:

• Check-in per session available
• Overall event check-in option
• Session-specific CPD tracking
• Agenda shows check-in status per session

Attendee Experience

Mobile View

┌─────────────────────────────────────────┐
│         ✅ CHECKED IN                   │
│                                         │
│    Annual Conference 2025               │
│    March 15, 2025 • 9:15 AM            │
│                                         │
│    Welcome, John!                       │
│                                         │
│    You've been checked in to:           │
│    • Main Conference                    │
│                                         │
│    CPD Points: 6 points pending         │
│    (Awarded after event completion)     │
│                                         │
│    [View Agenda]  [Event Info]          │
└─────────────────────────────────────────┘

Related Entities

• Event Ticket
• Event
• CPD Record

Related Journeys

• UJ-M-009
• UJ-M-012
• UJ-M-015

Acceptance Criteria

Frontend

• QR scanner interface (camera-based)
• Manual search by name/email
• Check-in confirmation display
• Attendee photo display (if available)
• Bulk check-in for walk-ins
• Check-in counter/statistics
• Check-in status in My Tickets
• Post check-in confirmation message
• CPD pending notification

Backend

• POST /api/events/{id}/checkin - Process check-in
• POST /api/events/{id}/checkin/scan - QR scan endpoint
• GET /api/events/{id}/attendees - Attendee list with status
• POST /api/events/{id}/import-zoom - Zoom attendance import
• CPD auto-award job

Permissions

• Event staff can check in attendees
• Attendees can view their own status

Business Rules

• Single check-in per ticket (no duplicates)
• Check-in window configurable (start/end)
• CPD awarded only after minimum attendance
• No-show marking after event ends

Error Handling

• Invalid QR code error message
• Already checked in notification
• Offline mode for scanner (sync later)
• Manual override for edge cases