🔐 Admin Documentation

Welcome, Admin! This guide will help you manage customer check-ins, registrations, and daily operations at Wandering Kids Cafe.

🚀 Getting Started

Step 1: Open the App

1. Tap the Wandering Kids Cafe icon
2. You'll see the login screen

Step 2: Sign In

1. Tap "Continue with Google"
2. Choose your admin Google account
3. Allow access
4. You're in!

📊 Admin Dashboard Overview

When you log in, you'll see the Admin Dashboard:

Top Statistics Box

Shows today's numbers:

• Total Visitors Today - How many customers are currently here
• Registered - How many registered but haven't arrived yet
• Checked In - How many are currently at the cafe
• Checked Out - How many completed their visit today

Action Buttons

Three main buttons:

1. Scan QR Code - Check customers in or out
2. Manual Register - Register walk-in customers
3. View Customers - See everyone in the system

📷 Scanning QR Codes

This is how you check customers in and out.

Step 1: Open Scanner

1. On the dashboard, tap "Scan QR Code"
2. The camera will open
3. You'll see a scanning frame

Step 2: Scan Customer's Code

1. Ask customer to show their QR code
2. Point your camera at the code
3. Center it in the frame
4. Hold steady - it scans automatically
5. You'll hear a beep or feel a vibration

Step 3: Confirm Action

After scanning, you'll see customer information:

• Child's name
• Guardian name
• Phone number
• Visit date
• Current status

Common Scanning Issues

👥 Manual Registration

For walk-in customers without the app.

When to Use Manual Registration

• Customer doesn't have smartphone
• Customer's app isn't working
• Quick registration needed
• Emergency situations

Step 1: Start Registration

1. On dashboard, tap "Manual Register"
2. Registration form opens

Step 2: Fill in Customer Information

Enter all required information:

• Child's Name - Full name of the child visiting
• Guardian/Parent Name - Name of the adult bringing the child
• Phone Number - Guardian's contact number (can be same for multiple visits)
• Barangay - Customer's barangay
• Ages of Children - Enter ages separated by commas (e.g., "4, 6, 8")
• Visit Date - Select today or future date
• Additional Notes - Optional special information

Step 3: Submit Registration

1. Review all information
2. Tap "Register" button
3. Wait for confirmation
4. You'll see success message

Step 4: Check Customer In

After manual registration:

1. Customer is now in the system
2. Status is "Registered"
3. You need to check them in manually
4. Go to "View Customers"
5. Find the customer you just registered
6. Tap their name
7. Tap "Check In" button

📋 Viewing Customer List

See everyone registered in the system.

Step 1: Open Customer List

1. On dashboard, tap "View Customers"
2. You'll see a list of all customers

What You See

Each customer card shows:

• Child's name
• Guardian name
• Phone number
• Barangay
• Latest visit status
• Status color (Green/Blue/Purple)

Search for Customers

1. Look at top of customer list
2. You'll see a search box
3. Tap the search box
4. Type any of these:
   • Child's name
   • Guardian's name
   • Phone number
   • Barangay name

Status Colors

• Green (Registered) - Scheduled but not arrived yet
• Blue (Checked In) - Currently at the cafe
• Purple (Checked Out) - Completed their visit

📱 Customer Details

See complete information for any customer.

Step 1: Open Customer Details

1. From customer list, tap any customer's name
2. Full details screen opens

What You See

Customer Information:

• Full name of child
• Guardian/parent name
• Phone number
• Barangay
• Ages of children
• Any special notes

Current Visit:

• Visit date
• Current status
• Registration time
• Check-in time (if checked in)
• Check-out time (if checked out)

Visit History:

• List of all past visits
• Dates and status of each
• How many times they've visited

Actions You Can Take

• Check In Button - Available if status is "Registered"
• Check Out Button - Available if status is "Checked In"
• Close Button - Returns to customer list

📊 Understanding Dashboard Statistics

Total Visitors Today

What it shows:

• Number of customers currently at the cafe
• Only counts "Checked In" status
• Updates in real-time

Registered

What it shows:

• Customers who registered for today
• Haven't arrived yet
• Status is still "Registered"

Checked In

What it shows:

• Customers currently at the cafe
• You've scanned their code on arrival
• Still enjoying their visit

Checked Out

What it shows:

• Customers who completed visit today
• You've scanned them both in and out
• Visit is finished

🔄 Daily Operations Workflow

Morning - Opening

1. Check Dashboard
   • See how many registered for today
   • Prepare for expected visitors
2. Review List
   • Tap "View Customers"
   • See who's coming today
   • Check for special notes

During the Day - Active Hours

1. Customer Arrives
   • Tap "Scan QR Code"
   • Scan their code
   • Tap "Check In"
   • Welcome them!
2. Walk-in Customer
   • Tap "Manual Register"
   • Fill in their information
   • Submit registration
   • Check them in immediately
3. Customer Leaves
   • Tap "Scan QR Code"
   • Scan their code
   • Tap "Check Out"
   • Thank them for visiting!

Evening - Closing

1. Check Dashboard
   • Verify all "Checked In" customers are checked out
   • Review total visitors for the day
2. Find Missing Check-outs
   • If someone is still "Checked In"
   • Find them in customer list
   • Tap their name
   • Manually check them out

❓ Common Situations

🔐 Admin Responsibilities

Data Privacy

Keep customer information private:

• Don't share phone numbers or addresses
• Don't discuss customer details publicly
• Only use information for cafe operations
• Secure your phone with password/PIN

Accurate Record Keeping

Always:

• Check in customers when they arrive
• Check out customers when they leave
• Verify information when manually registering
• Double-check before submitting

Never:

• Leave customers checked in overnight
• Skip check-in or check-out steps
• Share your admin account
• Let others use your phone for admin tasks

Customer Service

Best Practices:

• Greet customers warmly
• Help with app issues
• Answer questions patiently
• Make registration quick and easy
• Thank them for visiting

🆘 Troubleshooting

📊 End of Day Checklist

Before closing for the day:

✨ Quick Reference

Most Common Tasks

💡 Tips for Smooth Operations

Speed Up Check-ins

• Keep scanner open during busy times
• Have customers ready with QR code
• Position scanner in well-lit area
• Learn common customer names

Handle Rush Hours

• Ask customers to have QR ready
• Check in groups together if same family
• Use manual register for quick walk-ins
• Stay calm and organized

Prevent Mistakes

• Always verify customer name matches
• Check visit date is today
• Confirm action before tapping
• Double-check phone numbers when manually registering

Provide Great Service

• Smile and greet everyone
• Help with app issues patiently
• Thank customers for visiting
• Keep the process quick and friendly