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.
Fundamental Concepts
The Four Steps
Each workflow is built in up to four sequential steps. Some steps may be skipped depending on the use case.
- Search
- Select
- Action
- 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
Access and Authentication
Each workflow has a PIN. Optionally, authentication can be required (local mode only) to associate operations with the operator.
Event Filtering
The workflow can be restricted to a single event (10K, Half Marathon, etc.).
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.
Comparison
| Local | Remote | |
|---|---|---|
| Audience | Internal staff | Participants |
| Data on device | Full database | None |
| Offline | Yes | No |
| Speed | Instant | Network‑dependent |
| Privacy | Full download | Read‑only |
How to Configure a Workflow
Create a New One
- Open the Configuration Panel.
- Click New Workflow.
- Configure the steps.
General Information
| Field | Description |
|---|---|
| Name | Descriptive name of the workflow. |
| PIN | Access code. |
| Authentication | Local mode only. |
| Event | Restricts to a specific event. |
Search Step (Query)
- Search fields
- Equals / contains operators
- Auto‑submit
- Scanner
- Input type
- OR/AND mode
Selection Step
- Single/multiple selection
- Visible and highlighted fields
Action Step
- Manual fields
- Automatic fields
- Show current data
Confirmation Step
- Enable/disable
- Auto‑approval
- Only modified fields
Execute a Workflow
- Open URL / scan QR
- Enter PIN
- Follow the steps
Tips and Best Practices
- Use auto-send + 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, ID.
- Test workflows in test mode for training.
- Share public workflows only in remote mode.
- Avoid using ID numbers as identifiers in remote workflows that modify data.
- Local mode for internal staff with poor connectivity.
Some Example Workflows
1. Workflow to assign a chip / Workflow to assign a bib
| Query | Bib, scannable. |
| Select | Bib, name, surname. |
| Action | Chip number. |
| Confirm | Enabled. |
2. Automatic Check‑in
| Query | Registration number. |
| Select | Basic data. |
| Action | checkin = timestamp, operator = currentUser |
| Confirm | Disabled. |
3. Photo Registration
| Query | Bib. |
| Select | Basic data. |
| Action | Photo. |
| Confirm | Enabled. |
Additional Use Cases
Access Control
| Query | Credential ID or QR. |
| Select | Name, credential, zones. |
| Action | timestamp, operator, static zone. |
| Confirm | Optional. |
Sport Event Profile
| Query | Bib or name. |
| Select | Bib, name, profile status. |
| Action | Phone, shirt, emergency contact, health. |
| Confirm | Enabled. |
Workflow for bib/product pickup
| Query | Bib / name. |
| Select | Bib, name, kit status. |
| Action | kitCollected, timestamp, operator. |
| Confirm | No. |
Category or Event Change
| Query | Bib / name. |
| Select | Current event, category. |
| Action | New event / new category. |
| Confirm | Yes. |
Medical Tagging
| Query | Bib. |
| Select | Basic medical data. |
| Action | Incident, treatment, severity; timestamp, operator. |
| Confirm | Yes. |
Task Assignment for Volunteers / Workflow for judges with actions
| Query | Volunteer ID / name. |
| Select | Multiple. |
| Action | Zone, shift; assignedBy. |
| Confirm | Yes. |
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. |
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. |
Comments
Article is closed for comments.