DMS User Guide

Desk Management System — Accreditation Edition

Version 9.0 — 22 Mar 2026 · C. Lamboley
Key changes in V9.2: Added Online Pre-registration, Global Master List, Verification IDs (Rxxxx) and custom numeric keypad for kiosks.

System Configuration
Arrival & Check-In
Desk Operations
Desk Status Panel
Public Display
Dashboard
Data Management

⚙️ 1. System Configuration

Configuring Workflow & Stations:

Settings page — Workflow Stations section

Settings — Workflow Stations : chips de stations ordonnées + champ d'ajout.

Navigate to the Settings page from the navigation bar.

In "Workflow Stations", add station identifiers (e.g. registration, financial, cards).

Reorder Stations: Drag and drop the station chips to define the column order on the Display.

Desk Counts: Configure the number of physical counters per station and their display labels.

Customization:

Upload event logos and notification sounds.
Toggle interface options (flags, ticker, calling overlay, etc.).

🚪 2. Arrival & Check-In

The Arrivals page is the first point of contact for incoming delegations. It combines a registration form with a Master List of all pre-imported data.

Page Arrivals — Master List & New Arrival form

Page Arrivals — Master List (left) for quick check-in, New Arrival form (center) for manual entry or filtering.

Identify (Manual): Enter the IOC Code or Nation Name in the "New Arrival" form. This also filters the Master List in real-time.

Quick Check-In: Simply click on any row in the Master List to immediately send that delegation to the first station's waiting list. Processed items will appear grayed out.

Manual Route: If entering manually, click "to LIST" to send it to the first station, or use the colored buttons to route directly to a specific station.

Correcting Errors: Click any entry in the "Recent Arrivals" list to re-inject the delegation into the workflow if it was sent to the wrong station.

🖥️ 3. Desk Operations

For operators at individual stations (Registration, Finance, Cards, etc.):

Page Desk Operator — sélecteur de bureau, délégation en cours (drapeau, nom, ticket), boutons VALIDATE / CALL NEXT / SKIP.

Open your station page (e.g. /financial) and select your Desk Number from the dropdown.

Click CALL NEXT to summon the next delegation. The public display will trigger the calling alert with a sound.

Once done, click VALIDATE to complete the current delegation and move it to the next station (or mark it done).

SKIP: Use this to push the current delegation to the back of the queue without completing it.

Setting a Desk Inactive

When a desk is temporarily unavailable (break, absence, etc.):

Page Desk Operator — bouton rouge "Inactive Desk", liste de file d'attente grisée, boutons d'action désactivés.

Click the Active Desk toggle button (top right of the desk page). It turns red and shows "Inactive Desk".

The state is automatically synchronized to the server—the Dashboard will immediately reflect this desk as INACTIVE.

Click again to reactivate. The desk becomes available for new delegations.

State persistence: The Active/Inactive state is stored server-side. If the operator refreshes or reopens the page, the desk resumes its last saved state.

📊 4. Desk Status Panel

The Desk Status Panel appears at the top of the Dashboard, above the main kanban. It gives a real-time overview of every desk in every station.

Dashboard — panneau Desk Status : colonnes par station avec cartes Active (vert), Vacant (gris) et Inactive (rouge) visibles côte à côte.

Status Types

Active Desk serving a delegation

Vacant Desk open, no one being served

Inactive Desk closed by operator

Toggling from the Dashboard

In the Desk Status Panel, click any desk card to toggle its open/closed state.

An Active or Vacant desk becomes Inactive (closed).

An Inactive desk becomes Vacant (reopened).

Two-way sync: Whether you toggle from the Dashboard or from the Desk Operator page, both views update within seconds. The state is shared via the server (/api/desk-open).

Header Badge

Each station column shows a green number in its header — this is the count of currently Active desks (serving a delegation at that moment).

📺 5. Public Display

The Display page (/display) is shown on a large screen visible to waiting delegations.

Page Display — vue plein écran : colonnes de stations, cartes avec drapeaux, ticker en bas. L'overlay d'appel peut être visible.

Columns automatically adjust to fill the screen width.
Called delegations appear with a large overlay alert and an audible "Ding".
Station columns show active desks with flag, IOC code and ticket number.
A scrolling ticker at the bottom shows general information text (configurable in Settings).

🗂️ 6. Dashboard

The Dashboard (/dashboard) is the supervisor overview. It shows three main sections:

Dashboard — vue complète : ligne stats, graphiques, Desk Status panel et kanban principal visibles sur un seul écran.

Stats Row: Total delegations, completed, and currently waiting.
Charts Row: Hourly arrival bar chart and pipeline efficiency stats.
Desk Status Panel: Kanban-style columns per station with live desk statuses.
Main Kanban: Full card view of each delegation per station, grouped by desk.

Toggle Sections

Use the floating toolbar (top-left) to show/hide individual sections (Stats, Charts, Desk Status, Kanban). The preference is saved in your browser.

💾 7. Data Management

Import: Use the "Import Data" section in Settings to upload a CSV of pre-registered delegations.

QR Codes: Go to /qrcodes to generate and print QR codes linking each desk URL for quick access on tablets.

⚠️ Danger Zone: You can reset the entire system or clear specific queues from the Settings page. These actions are irreversible. Always confirm before proceeding.