518a450b91
Standardized documentation structure for Badges and Leads modules into focused technical references and practical onsite guides. - Refined MODULE__AE_Events_Badges.md (Core data integrity & sync logic) - Renamed MODULE__AE_Events_Exhibitor_Leads.md to MODULE__AE_Events_Leads.md - Renamed MODULE__AE_Events_Badges_Onsite.md to GUIDE__AE_Events_Badges_Onsite.md - Expanded GUIDE__AE_Events_Onsite_Runbook.md with Badge and Leads sections. - Maintained all critical business logic, including the 'Override Fields' pattern. Co-Authored-By: Claude Sonnet 4.6 <noreply@anthropic.com>
125 lines
5.5 KiB
Markdown
125 lines
5.5 KiB
Markdown
# Guide — Aether Events: Onsite Runbook
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This guide covers the human-centric logistics and "In the Heat of the Moment" support for onsite event operations.
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---
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## Badge Printing
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Aether badge printing uses the browser's native `window.print()` — no special software or print
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server needed.
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### Kiosk Station Setup
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- **Browser:** Use **Chrome (Chromium)** for all kiosk stations.
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- **Settings:** Set Margins to **None**. Enable **Background Graphics**.
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- **Mode:** Use normal browser sessions (not Incognito) to allow PWA caching.
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### Printer Reference: Zebra ZC10L (PVC)
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- **Stock:** 3.5" × 5.5" PVC cards.
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- **Orientation:** Cards face-up, landscape in the hopper.
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- **Single-Sided:** Only the front face prints; the back section is hidden via CSS.
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### Printing Workflow
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1. **Search:** Find the attendee by name or QR scan in the Badges module.
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2. **Review:** Open the print page and confirm the layout looks correct.
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3. **Print:** Click **Print Badge**. `print_count` increments automatically.
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4. **Handoff:** Verify the card print quality before handing it to the attendee.
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---
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## Exhibitor Leads (Lead Retrieval)
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Exhibitors use a PWA (Progressive Web App) to scan badges and capture leads.
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### Exhibitor Support Workflow
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1. **Booth Lookup:** Help the exhibitor find their booth in the Leads landing page.
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2. **Sign-In:** Assist with the **Shared Passcode** or individual **Licensed User** login.
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3. **App Install:** Encourage them to "Add to Home Screen" (iOS) or click the Install button (Android/Chrome) for offline stability.
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4. **Scanning Demo:** Show them the **Rapid Scan** mode. Remind them that attendees must have `allow_tracking = true` on their record to be scanned.
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### Managing Licenses
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- License counts are managed in the **Manage** tab (Admin or Shared Passcode only).
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- If an exhibitor needs more staff slots, update the `license_max` in the Exhibit record.
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---
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## Speaker Ready Room (SRR)
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... (rest of the file) ...
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The SRR is the central hub for content management and presenter support.
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### SRR Practice Stations
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Stations mirror the session room setup exactly:
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- Same Mac laptop model and adapter/dongle configuration as the podiums.
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- Projector and screen (where possible).
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- Launcher running in **Native** mode — ensures verification matches the podium experience.
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### Staffing Roles
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| Role | Access Level | Typical Tasks |
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|---|---|---|
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| **OSIT Staff** | `trusted_access` | Manage devices, monitor via VNC, deep troubleshooting. |
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| **Client Staff** | `authenticated_access` | Upload files, view session lists, assist presenters. |
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| **Presenter** | `authenticated_access` | Self-upload via QR link (if enabled). |
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### SRR Workflow — Day-of-Show
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1. **Check-in:** Staff looks up the presenter's session in Presentation Management.
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2. **Upload:** File is uploaded to the presenter/session record.
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3. **Verification:** Staff opens the file on a practice station to confirm rendering.
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4. **Launcher Sync:** File propagates to the podium. Use **Force Sync Location** in the Launcher config if immediate full-room caching is needed.
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5. **Proceed:** Presenter walks to the room; the podium kiosk already has the file cached.
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---
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## Onsite Operation (Managing Parallel Rooms)
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### SRR Overview Page
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The Pres Mgmt overview (`/events/[id]/pres_mgmt`) is the "Command Center":
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- Monitor file status per session.
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- Filter by location and time block to stay ahead of active sessions.
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### Per-Room Monitoring
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- Use **VNC or RustDesk** to monitor all podium screens in real time from the SRR.
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- Confirm "Native Sync" status chip in the bottom-left of the Launcher is green/idle before sessions start.
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### Session Transitions
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- **Timing:** Ideally, sessions show/hide based on `datetime_start`.
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- **Manual Control:** In looser schedules, use Launcher controls to manually select the current session.
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---
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## Pre-Show Checklist
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### 1–2 Weeks Before
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- [ ] Event created with correct dates and timezone.
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- [ ] `mod_pres_mgmt_json` configured for client needs.
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- [ ] Locations (rooms) created and named.
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- [ ] Sessions created, assigned to locations, and timed.
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- [ ] Launcher devices (`event_device`) registered with correct codes.
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- [ ] Device-to-location assignments confirmed.
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### Day Before (SRR Setup)
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- [ ] Mac laptops at podiums booted; Electron app running.
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- [ ] Each podium confirms it loaded the correct room's Launcher.
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- [ ] SRR practice stations confirmed (matching hardware).
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- [ ] Run **Force Sync Location** on all podiums to pre-cache all day-1 content.
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- [ ] VNC/RustDesk connections established to all podiums.
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### Day of Show
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- [ ] Confirm all session times are accurate before the first block.
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- [ ] Monitor SRR queue and verify every file on a practice station.
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- [ ] Check VNC wall to ensure all podiums are online and synced.
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---
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## Troubleshooting
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| Symptom | Cause | Fix |
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| Session not in Launcher | Datetime wrong or Location unassigned. | Verify session metadata in Pres Mgmt. |
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| File uploaded but missing | Polling lag or attached at wrong level. | Wait 30s; check if file is at Session vs Presenter level. |
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| File opens slowly | Not in native cache yet. | Check "Native Sync" chip; use Force Sync in config. |
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| File won't open | Corrupt upload or missing Mac codec. | Test on SRR station; convert or re-upload. |
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| Drifted schedule | Room timing shifted. | Use Launcher controls to manually select the active session. |
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| `lock_config` resets changes | Remote config is forced. | Edit the master `mod_pres_mgmt_json` in Event Settings. |
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| Move laptop to new room | Hardware reassignment. | Update `location_id` in `event_device` record; restart Electron. |
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