Room Handler

Room Handler

Room Handler is the live operations workspace for service execution.

It combines room configuration, event/date session context, staffing actions, classroom attendance actions, and history/audit context in one view.

What makes Room Handler different

• Session-aware operations (date + event context).
• Assignment-based room visibility for volunteers.
• Real-time staffing and attendance state.
• Timeline history for attendance and substitutions.
• Session end controls (manual and auto-checkout support).

Room Setup and Configuration

Each room can be configured with:

• Name and location.
• Age range.
• Capacity.
• Safety ratio (children per on-duty volunteer).
• Session/security settings (including session visibility mode and auto-checkout options).

You can add, edit, and remove rooms based on permissions.

Session Context

Room Handler operates with explicit session context:

• Effective date.
• Event selection.
• Session-specific staff assignments.
• Session-specific child attendance.

This allows one room profile to serve many services without losing historical clarity.

Room visibility and redaction behavior

For non-admin contexts, room visibility is restricted to assigned volunteers and relevant session windows.

Volunteer-linked users are filtered from the selected session staffing assignments, so access is enforced in the operational logic and not only by what the page chooses to render.

The handler also supports data redaction behavior for volunteer-facing contexts, reducing unnecessary exposure of sensitive details.

Session Operations Tabs

When you select a room, you will manage it through three tabs:

• Staffing
• Classroom
• History

Staffing Tab

Use this tab to manage team coverage in real time.

• Allocate team members from the schedule when you have manager or supervisor access.
• Manually edit this room’s session team.
• Check volunteers in/out for active service.
• Let a volunteer's main header attendance check-in flow through here automatically when that volunteer is assigned to this room for the same session.
• Track on-duty vs substitute assignments.
• Record substitutions with reason and audit trail.

The system includes assignment guardrails to reduce invalid or duplicate room staffing and maintain timeline consistency.

General event attendance and Kids Wing shift presence stay aligned for the same volunteer/session, so teams do not have to double-mark attendance just because someone is serving in a room.

Classroom Tab

Use this tab to manage children for the selected room and session.

• Keep a persistent room roster (class list).
• Mark attendance status for the current session.
• Check children in/out from the room roster menu.
• Open Manual Check-In when a guardian has no QR pass.

Manual Check-In supports no-QR identity flows with guardian authorization checks and verification methods.

Depending on available data and policy, staff can verify by contact data confirmation and/or manager-approved override paths.

After successful check-in, pickup code output is available for secure handoff.

History Tab

Use this tab for review, incident follow-up, and audits.

• Staffing history (who served, assignment type, timing).
• Attendance history (check-in/out status and timing).
• Substitution trail (who replaced whom, when, and why).
• Date filter and refresh controls for focused review.

History also preserves attribution metadata for check-in/checkout and manual verification context where available.

Session End and Checkout Controls

Room Handler supports both proactive and reactive end-of-session controls.

When service is ending:

• If auto-checkout is enabled for the room, remaining children are processed based on room settings.
• If auto-checkout is disabled, staff can complete manual session-end checkout.
• Managers can run explicit End Session & Check Out All when required.

This helps prevent stale “present” records after session close.