Attendance Tracking

Track event attendance with QR code check-in and real-time monitoring

Monitor and record event attendance with QR code scanning, manual check-in, and real-time attendance dashboards.

Capabilities

Action	ROLE_CLIENT_ADMIN	ROLE_CLIENT_USER
View attendance	✅	✅
Check-in attendees	✅	✅
Export attendance	✅	❌
Configure check-in	✅	❌

Features

Check-in Methods

QR Code Scan

Scan attendee’s ticket QR code using mobile device or dedicated scanner

Manual Check-in

Search and check-in attendees by name or email

Zoom Attendance Import

For Zoom-hosted online events, attendance can be imported directly from Zoom.

Expected behavior:

• Pull the participant list from the Zoom meeting/webinar
• Match participants to members by email (primary) and name (fallback)
• Mark matched members as attended and trigger CPD awarding (if configured)
• Mark unmatched participants as “unmatched” for manual review (no automatic member updates)

Acceptance Criteria (Zoom Attendance Import)

Frontend

• Admin UI provides an “Import from Zoom” action for Zoom-enabled online events.
• Import results show matched vs unmatched participants.

Backend / API

• Backend pulls Zoom attendance and maps it into MemberPulse attendance records.

Permissions

• Only authorized staff can run imports.

Business Rules

• Duplicate imports are idempotent (re-import does not create duplicates).
• CRM post-event tags are applied for attended/no-show where configured.

Error Handling

• Zoom API failures surface clear error details and allow retry.

Acceptance Criteria (Check-in Methods)

Frontend

• Attendee list with check-in status
• Session-level check-in (multi-session events)
• Bulk check-in for group arrivals
• Undo check-in functionality
• Mobile-optimized check-in interface
• Attendance export (CSV, Excel)

Backend / API

• Backend behavior supports this feature as documented.

Permissions

• Access is restricted per the Capabilities matrix on this page (or equivalent role rules).

Business Rules

• Check-in only allowed on event day (configurable buffer)
• Invalid/refunded tickets cannot check in
• CPD points awarded on check-in (if configured)
• CRM sync triggered on check-in (if integration enabled)

Error Handling

• Error states return clear messages and appropriate HTTP status codes.

QR Code Check-in

1. Open Scanner

   Navigate to event → Attendance → Start Check-in

2. Scan QR Code

   Use device camera to scan ticket QR code

3. Verify Attendee

   System displays attendee name and ticket type

4. Confirm Check-in

   Tap to confirm check-in (or auto-confirm if enabled)

Acceptance Criteria

Frontend

• QR scanner using device camera

Backend / API

• Backend behavior supports this feature as documented.

Permissions

• Access is restricted per the Capabilities matrix on this page (or equivalent role rules).

Business Rules

• QR code can only be used once per event/session

Error Handling

• Error states return clear messages and appropriate HTTP status codes.

Manual Check-in

For attendees without QR codes:

1. Search by name or email
2. Locate attendee in list
3. Click check-in button
4. Confirm attendance recorded

Acceptance Criteria

Frontend

• Manual search and check-in interface

Backend / API

• Backend behavior supports this feature as documented.

Permissions

• Access is restricted per the Capabilities matrix on this page (or equivalent role rules).

Business Rules

• All business rules for this feature are enforced.

Error Handling

• Error states return clear messages and appropriate HTTP status codes.

Real-time Dashboard

Monitor attendance in real-time:

• Total Registered - All ticket holders
• Checked In - Currently confirmed attendees
• Pending - Not yet checked in
• Check-in Rate - Percentage attended

Acceptance Criteria

Frontend

• Real-time attendance counter

Backend / API

• Backend behavior supports this feature as documented.

Permissions

• Access is restricted per the Capabilities matrix on this page (or equivalent role rules).

Business Rules

• All business rules for this feature are enforced.

Error Handling

• Error states return clear messages and appropriate HTTP status codes.

UI Spec (from supplied spreadsheet)

The spreadsheet explicitly calls out a List of Participants UI element for events:

• Columns: Full name, Email, Ticket Type Purchased

For check-in, the spreadsheet’s EventRegistration-style fields include:

• status (pending, confirmed, checked_in, cancelled)
• paymentStatus (pending, paid, failed)
• checkedInAt, cancelledAt

Data Model Cross‑Reference (Entities)

• Registration + check-in state: Event Ticket
• Event definition: Event
• CPD awarding on attendance (if enabled): CPD Record

Session Attendance

For multi-session events:

• Track attendance per session
• Check-in at session level
• View session-specific reports
• CPD points per session attended

Acceptance Criteria

Frontend

• Session Attendance workflow is implemented in the UI as described.

Backend / API

• Backend behavior supports Session Attendance as documented.

Permissions

• Access is restricted per the Capabilities matrix on this page (or equivalent role rules).

Business Rules

• All business rules for this feature are enforced.

Error Handling

• Error states return clear messages and appropriate HTTP status codes.

Implementation Contracts

Backend (API)

GET    /api/events/{id}/attendance           # Attendance summary
GET    /api/events/{id}/attendees            # List all attendees
POST   /api/events/{id}/check-in             # Check-in attendee
POST   /api/events/{id}/check-in/qr          # Check-in via QR
DELETE /api/events/{id}/check-in/{attendeeId} # Undo check-in

GET    /api/events/{id}/sessions/{sessionId}/attendance
POST   /api/events/{id}/sessions/{sessionId}/check-in

POST   /api/events/{id}/attendance/export    # Export attendance
POST   /api/events/{id}/attendance/import/zoom # Import Zoom attendance

Check-in Request:

{
  "ticketId": "ticket-uuid",
  "method": "qr_scan" | "manual",
  "sessionId": "session-uuid" // optional
}

Data Model

interface AttendanceRecord {
  id: string;
  eventId: string;
  ticketPurchaseId: string;
  memberId: string;
  memberName: string;
  memberEmail: string;
  ticketType: string;
  
  // Check-in
  checkedIn: boolean;
  checkedInAt?: string;
  checkedInBy?: string;
  checkInMethod?: 'qr_scan' | 'manual';
  
  // Session (for multi-session)
  sessionId?: string;
  sessionName?: string;
}

interface AttendanceSummary {
  eventId: string;
  totalRegistered: number;
  checkedIn: number;
  pending: number;
  checkInRate: number;
  byTicketType: {
    ticketType: string;
    registered: number;
    checkedIn: number;
  }[];
}

QR Code Validation

// QR code contains encrypted payload
interface QRPayload {
  ticketId: string;
  eventId: string;
  memberId: string;
  timestamp: number;
  signature: string;
}

// Validation checks

Error Handling

Error	HTTP Status	Message
Already checked in	400	”Attendee already checked in”
Invalid ticket	400	”Ticket is invalid or cancelled”
Wrong event	400	”Ticket is for a different event”
Check-in closed	400	”Check-in is not available for this event”
Invalid QR	400	”QR code is invalid or expired”