Workflows - Quick guide

To learn how to open Workflows and see each option in detail, see Workflows Plugin or the official app guide, which opens with the DOCUMENTATION button on the Workflows page (Workflows usage guide).

 

 

1. What is Workflows?

Workflows is a system for creating and executing multi-step data modification processes on participant records. It is designed for live operations (race expos, conferences, sports venues), where staff need a fast, guided, mobile-friendly tool to search participants and update their records on the spot.

• Configuration Panel: where organizers design and configure workflows.
• Execution App: where staff execute workflows on real data.

 

2. Fundamental concepts

 

2.1. The four steps

Each workflow is built in up to four sequential steps. Some steps may be skipped depending on the use case.

1. Search
2. Select
3. Action
4. Confirmation (optional)

1. Query (Search)

The operator enters a value (bib, name, scanned code) to locate participants. Auto‑submit, multiple AND/OR fields, and scanner integration can be configured.

Mockup — Search screen

2. Select

If the search returns multiple results, the operator chooses one or several. You can define what fields appear in the list and in the detail view.

Mockup — Selection screen

3. Action

This is the step where data is written or modified: manual fields (text, number, date, dropdown, photo) or automatic fields (static or dynamic).

Mockup — Action screen

4. Confirm

Optional screen where old/new data is reviewed. It can auto‑dismiss with a timer.

Mockup — Confirmation screen

 

2.2. Access and authentication

Each workflow has a PIN. Optionally, authentication can be required (local mode only) to associate operations with the operator.

 

2.3. Event filtering

The workflow can be restricted to a single event (10K, Half Marathon, etc.).

 

3. Data modes: local and remote

Local mode: downloads the entire participant database to the browser (IndexedDB), works offline, and syncs in the background. Suitable for internal staff.

Remote mode: does not download data; each search goes to the server. Suitable for participant access via link.

 

3.1. Comparison

	Local	Remote
Audience	Internal staff	Participants
Data on device	Full database	None
Offline	Yes	No
Speed	Instant	Network‑dependent
Privacy	Full download	Only queried records are returned

 

4. How to configure a workflow

 

4.1. Create a new one

1. Open the configuration panel: in the race, Plugins › Workflows card (see Workflows Plugin).
2. Click ADD.
3. Configure the steps.

 

4.2. General information

Field	Description
Name	Descriptive name of the workflow.
Pin	Access code.
Authentication	Local mode only.
Event	Restricts to a specific event.

 

4.3. Search step (Query)

• Search fields (Field)
• Equals / contains operators (Operator)
• Auto-submit
• Scanner (Scannable)
• Input type (HTML Input type)
• OR/AND mode (Mode)

 

4.4. Selection step

• Single/multiple selection (Multiple)
• Visible and highlighted fields

 

4.5. Action step

• Manual fields
• Automatic fields (Auto-assign)
• Show current data (Participant Open by default)

 

4.6. Confirmation step

• Enable/disable (Enable Confirm Step)
• Auto‑approval
• Only modified fields

 

5. Execute a workflow

1. Open the URL or scan the QR code.
2. Enter the PIN.
3. Follow the steps.

 

6. Tips and best practices

• Use auto‑submit + scanner for quick operations.
• Enable authentication when you need traceability.
• Restrict by event to reduce errors.
• Enable confirmation for critical changes.
• Use masks on phone, email and ID.
• Test workflows in test mode for training.
• Share public workflows only in remote mode.
• Avoid using bib numbers as identifiers in remote workflows that modify data.
• Use local mode for internal staff with poor connectivity.

 

7. Some example workflows

 

7.1. Workflow to assign a tag / Workflow to assign a bib

Query	Bib, scannable.
Select	Bib, name, surname.
Action	Tag number (or bib number).
Confirm	Enabled.

 

7.2. Automatic check‑in

Query	Registration number.
Select	Basic data.
Action	checkin = timestamp, operator = currentUser
Confirm	Disabled.

 

7.3. Photo registration

Query	Bib.
Select	Basic data.
Action	Photo.
Confirm	Enabled.

 

8. Additional use cases

 

8.1. Access control

Query	Credential ID or QR.
Select	Name, credential, zones.
Action	timestamp, operator, static zone.
Confirm	Optional.

 

8.2. Sport event profile

Query	Bib or name.
Select	Bib, name, profile status.
Action	Phone, shirt, emergency contact, health.
Confirm	Enabled.

 

8.3. Workflow for bib/product pickup

Query	Bib / name.
Select	Bib, name, kit status.
Action	kitCollected, timestamp, operator.
Confirm	No.

 

8.4. Category or event change

Query	Bib / name.
Select	Current event, category.
Action	New event / new category.
Confirm	Yes.

 

8.5. Medical tagging

Query	Bib.
Select	Basic medical data.
Action	Incident, treatment, severity; timestamp, operator.
Confirm	Yes.

 

8.6. Task assignment for volunteers / Workflow for judges with actions

Query	Volunteer ID / name.
Select	Multiple.
Action	Zone, shift; assignedBy.
Confirm	Yes.

 

8.7. Self‑service — Registration lookup

Designed especially for participants wishing to look up their registration data.

Mode	Remote.
Query	Bib or email.
Select	Basic data.
Action	None (read‑only).
Confirm	No.

 

8.8. Self‑service — Complete profile

Designed especially for participants wishing to view and edit certain details of their registration.

Mode	Remote.
Query	ID (DNI) or confirmation number.
Select	Basic data.
Action	Phone, emergency contact, shirt.
Confirm	Yes.