Workflows — Usage Guide

What is Workflows?

Workflows is a system for creating and running multi-step data modification processes on participant registries. It is designed for live event operations — race expos, conferences, sports venues — where staff need a quick, guided, mobile-friendly tool to look up participants and update their records on the spot.

The system is split into two main applications:

• Configuration Panel — Where organizers design and configure workflows.
• Execution App — Where on-site staff execute those pre-configured workflows on real data.

Core Concepts

The Four Steps

Every workflow is built from up to four sequential steps. Not all steps are required — you can skip or auto-resolve some depending on your use case.

1. Query The search screen. The operator enters a value (bib number, name, barcode scan) to find one or more participants in the registry. You can configure multiple search fields combined with AND/OR logic, enable barcode scanning, and set auto-submit so the workflow advances as soon as a match is found.

Query step — the operator searches for a participant

2. Select If the query returns more than one result, the operator sees a list and picks one (or several, if the workflow allows multiple selection). You choose which fields appear in the list view vs. a detail view, and which ones are visually emphasized.

Select step — the operator picks from the results

3. Action The actual data modification. This is where values get written. Fields can be manual (the operator types or scans a value) or automatic (the system fills in a timestamp, the current operator's name, or a fixed value). Input types include text, number, date, select dropdown, and photo capture.

Action step — the operator enters new data

4. Confirmation An optional review screen. The operator sees the original and new values side by side and must approve before the operation is committed. You can also configure an auto-skip timer so the confirmation disappears after a set number of seconds.

Confirmation step — review before saving

Access & Authentication

Each workflow is assigned a PIN that operators enter to open it. Optionally, you can enable authentication, which requires operators to log in and ties every operation to a named user — useful for audit trails.

Event Filtering

If a competition has multiple events (e.g., 10K and Half Marathon), a workflow can be scoped to a single event so operators only see the relevant participants.

Data Modes: Local & Remote

Workflows can operate in two data modes, each designed for a different use case:

Local mode — The Execution App downloads the entire participant database when the workflow loads and stores it in the browser (IndexedDB). Searches are instant because they run against in-memory data. Changes are queued locally and synchronized with the server in the background. This mode works even without internet access after the initial load — devices can go offline and sync later. Connected devices also share updates in real time through a mesh network. Local mode is ideal for on-site staff operating in controlled environments (expos, checkpoints, registration desks). Important: because the full database is downloaded to the device, local mode should only be used on trusted, authorized devices. A privacy warning is shown in the Configuration Panel to remind you of potential data protection implications (GDPR, LOPD).

Remote mode — The Execution App does not download participant data. Instead, every search query is sent directly to the server and results come back on demand. No participant records are stored on the device. The typical use case is sharing a workflow URL directly with participants — for example, so they can check their inscription data, view their race results, or fill in their own profile information. Since the workflow link is distributed publicly to the participants themselves, remote mode ensures that private data from the full participant database is never transferred to end-user devices.

When to use which mode:

Configuring a Workflow (Configuration Panel)

Creating a New Workflow

1. Open the config UI for your competition.
2. Click New Workflow.
3. Fill in the configuration form, which is organized into sections matching the four steps.

Data Mode

The first thing you must choose when creating a workflow is its data mode. This is a fundamental decision that determines how participant data is handled. Two clickable cards are presented:

• Local — Downloads the full participant database to the device. Best for on-site staff. A privacy warning is displayed because all participant data will be stored in the browser.
• Remote — Queries the server on demand. No data is stored on the device. Best for sharing directly with participants.

The rest of the configuration form only appears after selecting a mode. See Data Modes: Local & Remote for a detailed comparison.

General Info

Configuring the Query Step

Add one or more search fields. For each field, you configure:

• Field — The participant attribute to search against (bib number, name, email, etc.).
• Operator — equals for exact match or contains for partial match.
• Custom Label — The label shown to the operator (e.g., "Scan bib" instead of the raw field name).
• Autofocus — Automatically place the cursor in this field when the screen loads.
• Scannable — Show a barcode/QR scanner button next to the field.
• Auto-submit — Automatically submit the search as soon as the field has a value (great for barcode scanning).
• Input Type — Auto, text, number, date, or select dropdown. Each type unlocks specific validation options (max length, masks for phone/email/postal code/ID, min/max for numbers, date ranges).

You also set the query mode — OR (match any field) or AND (match all fields).

Configuring the Select Step

Define which participant fields are visible when the operator picks from a list of results:

• Multiple — Allow selecting more than one participant at a time.
• Fields — For each field, choose whether it appears in the list (the compact row) or the detail (the expanded view), and whether it should be emphasized (displayed in bold).

Configuring the Action Step

Define the fields that will be modified:

• Multiple — If checked, the action applies to all selected participants at once. If unchecked, the operator repeats the action screen for each participant individually.
• Participant Open — Show the participant's current data alongside the action fields.

For each action field:

• Is Auto — If yes, the value is filled automatically. You choose between a static value (a fixed string) or a dynamic value ($timestamp for the current date/time, $currentUser for the logged-in operator).
• Manual fields — Same input type and validation options as query fields, plus a picture input type for camera capture.
• Camera Flip — When the camera viewfinder is open, a flip button lets operators switch between the rear and front cameras of the device. This is useful for taking selfie-style photos or when the rear camera is obstructed.

Action Step Behavior

When an action field is configured as automatic or dynamic, the operator sees it pre-filled and disabled — the resolved value is visible but cannot be edited. For manual fields, if the participant already has a value in that field, it is shown as a placeholder so the operator knows the current state. Picture fields display the participant's existing photo as a thumbnail.

Fields left blank by the operator are ignored — only fields with an actual value are saved. This means operators can skip optional fields without overwriting existing data with empty values.

Configuring the Confirmation Step

• Enabled — Toggle the confirmation screen on or off.
• Skip Time — Milliseconds before the confirmation auto-approves (set to 0 or leave empty to require manual confirmation).
• Fields — Which fields to display in the review summary.

The confirmation screen only shows fields that have actually changed — if a field's new value is the same as the old one, it is hidden from the review. Photo fields are displayed as thumbnails that can be tapped to open a full-screen preview.

Sharing a Workflow

Once saved, you can:

• Copy the URL to share directly.
• Generate a QR code that operators can scan to jump straight into the workflow.
• Import a workflow from another competition to reuse configurations.

Running a Workflow (Execution App)

1. Navigate to the workflow URL or scan the QR code.
2. Enter the PIN.
3. If authentication is enabled, log in.
4. Follow the on-screen steps: search, select (if needed), fill in action fields, and confirm.
5. The operation is queued and processed in the background.

In local mode, the full participant database is downloaded on first load. If connectivity drops, pending operations are stored locally and retried automatically when the connection is restored. The status bar at the top shows how many participants are loaded and the sync status with the server.

In remote mode, each search is sent to the server in real time. No data is pre-loaded, so the workflow requires a network connection throughout. The status bar reflects the connection state rather than a local data count.

Each step transition is animated with a smooth fade effect, providing clear visual feedback as the workflow progresses.

Built-in Sample Workflows

The system ships with nine pre-configured samples that demonstrate common patterns. You can try each one directly from the links below.

1. Chip Assignment

Scenario: An operator at the expo needs to assign a timing chip number to a participant.

Try this workflow →

2. Auto Check-in

Scenario: A fast, scan-and-go check-in at the entrance. The operator scans a barcode; the system records the timestamp and who performed the check-in.

Authentication is enabled so every check-in is tied to a named operator.

Try this workflow →

3. Photo Registration

Scenario: Capture a participant's photo at the expo for ID badges or results galleries.

Try this workflow →

Additional Use Cases

Beyond the built-in samples, here are workflows you can design for other scenarios:

Access Control

Scenario: Control entry to restricted zones (VIP area, press room, athletes-only zones) at an event venue.

Enable authentication so every access event is attributed to a gate operator. Scope the workflow to a specific event if different events have different restricted zones.

Try this workflow →

Sports Event Profile Completion

Scenario: At registration or check-in, participants need to provide or update missing profile data — emergency contact, T-shirt size, medical info — before they can compete.

Try this workflow →

Kit / Material Pickup

Scenario: Track who has picked up their race kit, timing chip, or other materials.

Try this workflow →

On-site Category or Event Change

Scenario: A participant wants to switch from the 10K to the 5K, or change their age category, at the expo desk.

Try this workflow →

Emergency Medical Tagging

Scenario: During a race, medical staff need to tag a participant with an incident report (arrived at medical tent, treatment given, status).

Try this workflow →

Volunteer Task Assignment

Scenario: At a large event, coordinators assign tasks or zones to registered volunteers.

Try this workflow →

Self-Service Inscription Check (Remote)

Scenario: Share a link with participants so they can look up their own registration details — bib number, event, category, start time — without exposing the full database.

This workflow is read-only: it lets participants verify their data without modifying anything. Ideal for embedding in a pre-race email or posting on social media.

Try this workflow →

Self-Service Profile Completion (Remote)

Scenario: Before race day, participants need to fill in missing profile information — phone number, emergency contact, T-shirt size — from their own device.

Distribute the workflow link via email after registration. Participants complete their profile at home, reducing queues at the expo.

Try this workflow →

Tips & Best Practices

• Use auto-submit + scannable fields for high-volume workflows (check-ins, kit pickup). The operator scans and the workflow advances automatically — no taps needed.
• Enable authentication whenever you need an audit trail. The $currentUser dynamic value lets you record exactly who performed each operation.
• Scope workflows by event when a competition has multiple distances or categories, so operators don't accidentally modify the wrong participant pool.
• Use the confirmation step for irreversible or high-impact changes (bib reassignment, category changes). Skip it for low-risk, high-frequency operations (check-ins).
• Set custom labels so operators see clear, friendly text instead of raw database field names.
• Use input masks (phone, email, ID) to catch data entry errors before they reach the database.
• Test with samples — use the built-in sample workflows in test mode (/test/:sampleName) to familiarize operators before going live.
• QR codes are the fastest way to distribute workflows to multiple devices at an expo. Print them and stick them at each workstation.
• Use remote mode when the workflow link will be shared publicly with participants (e.g., for self-service data review or profile completion). This ensures compliance with data protection regulations by never downloading the full database to end-user devices.
• Secure remote query fields — when a remote workflow allows participants to modify data, avoid using easily guessable identifiers like bib numbers as query fields. Use private identifiers instead (ID document, registration confirmation number, email). Bib numbers are acceptable for read-only workflows where no data is modified.
• Use local mode for internal staff workflows where speed and offline capability matter. The local database enables instant search and keeps the workflow operational even with unstable connectivity.