Event Management

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Overview

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Station Configuration

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Station Types

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Food Stations

• “Breakfast - Saturday”
• “Lunch - Saturday”
• “Dinner - Saturday”
• “Midnight Snack”
• “Breakfast - Sunday”

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Event Stations

• “Opening Ceremony”
• “Workshop - Intro to React”
• “Workshop - ML Basics”
• “Sponsor Fair”
• “Closing Ceremony”

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Station Data Model

model Station {
  id        String     @id @default(cuid())
  name      String     // "food" or "events"
  option    String     // Specific meal/event name
  eventLogs EventLog[]
  
  @@unique([name, option])
}

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Creating Stations

1. Navigate to /admin/station-config
2. Choose Food Options or Event Options section
3. Enter the option name (e.g., “Lunch - Saturday”)
4. Click Add

await createStation({
  name: "food",
  option: "Lunch - Saturday"
})

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Editing Stations

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Deleting Stations

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QR Code Scanning

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Scanner Roles

• ADMIN - Can scan all stations
• FOOD_MANAGER - Can scan food stations
• EVENT_MANAGER - Can scan event stations
• GENERAL_SCANNER - Can scan both food and events

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Check-In Process

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Initial Check-In (Status: RSVP → CHECKED_IN)

await scan({
  id: userId,
  stationId: "checkIn"
})

• User must have status: RSVP (confirmed attendance)
• Users with REJECTED, WAITLISTED, or ACCEPTED (not RSVP’d) status will be denied
• Returns user’s t-shirt size in metadata

• User status changes to CHECKED_IN
• EventLog entry created
• User can now access food/event stations

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Food Distribution

await scan({
  id: userId,
  stationId: foodStationId // e.g., station for "Lunch - Saturday"
})

• User must be CHECKED_IN
• User cannot scan same food station twice (prevents double-claims)

• User’s dietary restrictions in metadata for kitchen reference

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Event Attendance

await scan({
  id: userId,
  stationId: eventStationId // e.g., station for "Workshop - React"
})

• User must be CHECKED_IN
• User cannot scan same event station twice

• Track workshop attendance
• Award prizes for participation
• Measure event popularity

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Event Logs

model EventLog {
  id        String   @id @default(cuid())
  userId    String
  user      User     @relation(...)
  timestamp DateTime @default(now())
  stationId String
  station   Station  @relation(...)
  
  @@unique([userId, stationId])
}

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Viewing Event Logs

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Filters

• Station Type: Filter by “food” or “events”
• Station Option: Filter by specific meal/event
• Search: Find by user name or email

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Infinite Scroll

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Event Log Statistics

{
  totalLogs: 1247,
  foodLogs: 678,
  eventLogs: 569,
  stationCounts: [
    { name: "food", option: "Lunch - Saturday", _count: { eventLogs: 234 } },
    { name: "events", option: "Opening Ceremony", _count: { eventLogs: 456 } }
    // ...
  ]
}

• Determine meal counts for catering
• Measure event popularity
• Track overall engagement

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Special Stations

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Check-In Station

• ID: "checkIn"
• Purpose: Initial event check-in
• Effect: Changes status from RSVP → CHECKED_IN
• Returns: T-shirt size

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Judge Assignment Station

• ID: "judges"
• Purpose: Assign JUDGE role to external judges
• Effect: Adds JUDGE role to user
• Requires: ADMIN role to scan

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Mobile Scanning App

1. Use a dedicated tablet/phone for each station
2. Keep device charged and connected to WiFi
3. Use camera-based QR scanning (native or web)
4. Have backup manual search in case QR code doesn’t scan

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Search Users

const users = await searchUsers({
  query: "John Smith"
})

// Returns users with matching:
// - name
// - email
// - firstName/lastName from application

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Meal Tracking

model User {
  mealsTaken    Int      @default(0)
  lastMealTaken DateTime?
}

• Per-user meal limits
• Time-based meal restrictions (e.g., one meal per 4 hours)

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Error Handling

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Common Errors

Attendee not found. This QR code is not registered.

• QR code is invalid or user doesn’t exist

User was not accepted to the event

• User has status IN_REVIEW, REJECTED, WAITLISTED, or ACCEPTED (without RSVP)

User is already checked in

• User already scanned the checkIn station

This user has already claimed a meal

This user has already checked in for this event

• User already scanned this specific food/event station

User is not checked in

• User trying to access food/event station without checking in first

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Analytics Queries

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Total Check-Ins

const checkIns = await prisma.user.count({
  where: {
    DH12Application: {
      status: "CHECKED_IN"
    }
  }
})

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Food Station Usage

const lunchCount = await prisma.eventLog.count({
  where: {
    station: {
      name: "food",
      option: "Lunch - Saturday"
    }
  }
})

​

Event Attendance

const workshopAttendance = await prisma.eventLog.count({
  where: {
    station: {
      name: "events",
      option: "Workshop - React"
    }
  }
})

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Related Pages

• User Management - Assign scanner roles
• Equipment Tracking - Similar scanning workflow
• Admin Dashboard - View overall statistics