PLATFORM · CAPABILITY

Balances, passes and check-in

EveryonePlans can hold a balance for a person — session credits, a drinks tab, punch-card visits, member allowance, volunteer hours — issue a code or pass against it, and check that person in at a door or a desk, with every movement recorded against their record.

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01THE PROBLEM

Why this is worth having

Anything a group hands out in units — ten-class passes, drink tickets, volunteer hours, member allowances, door entry — is usually run on a spreadsheet, a cash box and somebody’s memory. It works until the person who remembers is away, and it never reconciles at the end of the season.

02HOW IT WORKS

The mechanism

A balance belongs to a person or a household and moves by recorded transactions, so it always reconciles.
Codes and passes are issued against a balance, and using one at the door is what draws it down.
A check-in station turns a phone or tablet into the door: scan or enter, the balance updates, the attendance is recorded.
The station keeps working when the signal does not. Scans queue on the device and replay when connectivity returns, each carrying an idempotency key so a replayed scan cannot draw a balance down twice. Denials are recorded as scans too, so the door log is what actually happened rather than only the successes.
Entries can be voided or adjusted, because people make mistakes at a door and a system that cannot be corrected gets worked around instead.
Balances can expire on a schedule, which is what a term pass or a seasonal allowance actually needs.
It sits on the same permissions as everything else, so a volunteer on the door sees the check-in surface and nothing else.
(Inside the product this area is called Tally.)

02bWITHOUT SIGNING IN

What it looks like.

SC-balances-passes-and-check-in · TO BE SUPPLIEDSTILL · 16:9

Balances, passes and check-in — screenshot

REAL SCREEN CAPTURE, NOT GENERATED. The check-in station mid-use with a member’s remaining balance shown, ideally including the offline-queue state, next to the list of balances issued. Capture at 1600x900 with believable seeded data — real-looking names, dates within the next two weeks, non-round money amounts — and blur anything identifying a real customer.

DROP AT/art/screens/balances-passes-and-check-in.png

03WORKED EXAMPLE

A ten-session pass, sold in March, used in June

A member buys ten sessions; the balance is created and paid for through the normal invoicing.
They arrive; the person on the desk checks them in and the balance drops to nine.
They bring a guest, which draws two instead of one, and both attendances are recorded.
At the end of the season the numbers add up, because nobody was ever keeping them in their head.

04QUESTIONS

About balances, passes and check-in

Can I sell class passes or punch cards?

Yes — a pass is a balance held against a person, sold through the normal invoicing, and drawn down by checking them in. Every movement is recorded, so the totals reconcile without anybody keeping a separate tally.

Can volunteers run the door without seeing everything else?

Yes. Check-in is its own permission, so somebody on the door gets the check-in screen and nothing beyond it.

What happens if the wifi drops at the door?

Scans queue on the device and replay when the connection returns, each with an idempotency key so a replayed scan cannot draw a balance down twice. While offline the screen says the balance is unknown rather than guessing, and the person on the door uses their judgement — which is the honest behaviour for a venue with bad signal.

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Balances, passes and check-in

The mechanism

A balance belongs to a person or a household and moves by recorded transactions, so it always reconciles.

Codes and passes are issued against a balance, and using one at the door is what draws it down.

A check-in station turns a phone or tablet into the door: scan or enter, the balance updates, the attendance is recorded.

The station keeps working when the signal does not. Scans queue on the device and replay when connectivity returns, each carrying an idempotency key so a replayed scan cannot draw a balance down twice. Denials are recorded as scans too, so the door log is what actually happened rather than only the successes.

Entries can be voided or adjusted, because people make mistakes at a door and a system that cannot be corrected gets worked around instead.

Balances can expire on a schedule, which is what a term pass or a seasonal allowance actually needs.

It sits on the same permissions as everything else, so a volunteer on the door sees the check-in surface and nothing else.

(Inside the product this area is called Tally.)