36. System Integration & Workflow

📌 Outlines how different system modules—such as user management, booking, ticketing, payments, and notifications—interconnect to create a seamless user experience.

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📌 36.1. Users, Bookings & Ticketing System

Manages user registration, booking approvals, ticket issuance, and check-ins to ensure a seamless experience.

System Components:

Component	Description
User Registration & Verification	Users create accounts and verify identity via OTP/email confirmation.
Booking Process	Users select activities, ticket types, dates, and submit reservations.
Booking Approval	Some bookings require admin approval before being finalized.
Ticket Generation	The system generates QR-coded tickets for entry.
Check-in & Access	Users check in using QR codes or wristbands.

Workflow:

1. User Registration & Verification

   • Users sign up and verify their accounts using OTP/email confirmation.
   • Once verified, users gain access to the booking system.

2. Booking Process

   • Users browse events, select tickets, choose date & time slots.
   • The system reserves slots/tickets until payment is confirmed.

3. Booking Approval Process (if required)

   • Bookings may enter an “Under Review” state for admin verification.
   • Admins verify membership status, capacity, or special requirements before approval.

4. Ticket Generation & QR Code Issuance

   • Confirmed bookings generate unique QR-coded tickets.
   • Tickets are sent via email, dashboard, or app notification.

5. Check-in Process & Wristband Assignment

   • Users scan QR codes or wristbands at check-in points.
   • The system validates tickets and grants entry.
   • Wristbands (if used) are activated and linked to the user’s booking.

How It’s Connected:

• Bookings sync with the ticketing system, preventing duplicates.
• Notifications inform users of booking status updates.
• Payments and booking records are linked for financial tracking.

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💳 36.2. Booking Transactions & Payment Gateway

Handles real-time payments, refunds, and financial tracking.

Key Components:

Component	Description
Payment Processing	Users pay via credit cards, MADA, Apple Pay, etc..
Payment Status Tracking	Bookings update dynamically based on payment status.
Refunds & Cancellations	The system processes refunds according to policies.
Transaction Logs	Admins track and review financial transactions.

Workflow:

1. Transaction Processing

   • Users select a payment method (Visa, MasterCard, MADA).
   • The system sends transaction details for real-time authorization.

2. Payment Status Tracking

   • Payment statuses include:

     Status	Description
     Authorized	Payment approved and funds captured.
     Failed	Payment denied or encountered an error.
     Pending	Awaiting confirmation or user action.

3. Booking Confirmation

   • Successful payments finalize bookings.
   • Failed payments leave bookings in a pending state, prompting users to retry.

4. Refunds & Cancellations

   • Canceled bookings trigger refund transactions, updating financial records.

How It’s Connected:

• Payments are directly linked to bookings, preventing unpaid reservations.
• Failed payments notify users to retry transactions.
• Admins track revenue and refunds through transaction logs.

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🔑 36.3. Admin Roles & Permissions

Defines admin permissions, restrictions, and role-based security.

Admin Types:

Admin Type	Permissions
Super Admin	Full system access to all modules, bookings, payments, and settings.
Finance Admin	Access to transactions, refunds, and financial reports.
Booking Admin	Approves, rejects, or modifies bookings.
Support Admin	Handles customer inquiries and account support.

🔗 How It’s Connected:

• Admins only access relevant modules, preventing unauthorized changes.
• Sensitive actions (refunds, approvals, deletions) require specific roles.
• Admin actions are logged for transparency and security.

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🎟️ 36.4. Locker & Wristband Management

Automates locker assignments and RFID wristband access.

Key Features:

Feature	Description
Locker Assignment	Users receive auto or manual locker assignments.
Wristband Linking	RFID wristbands grant access to lockers & venue areas.
Locker Release	Lockers reset automatically after check-out.

🔗 How It’s Connected:

• Locker assignments sync with confirmed bookings.
• Wristbands enable contactless check-in and access control.

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🏷️ 36.5. Assets & Equipment Tracking

Monitors usage, allocation, and returns of rented equipment.

Key Features:

Feature	Description
Equipment Assignment	Users receive allocated items based on booking.
Real-Time Availability	The system tracks in-use, available, and maintenance statuses.
Returns & Maintenance	Assets are marked as returned or flagged for servicing.

How It’s Connected:

• Bookings automatically reserve equipment to prevent overuse.
• Admins track overdue or damaged assets in real-time.

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🍽️ 36.6. Food & Beverage System Integration

Allows users to pre-order meals and snacks.

Order Workflow:

Step	Description
Menu Selection	Users add food items to their booking.
Payment & Checkout	Charges are processed alongside booking payments.
Order Fulfillment	Kitchen staff update status: Preparing → Ready → Delivered.

How It’s Connected:

• Food orders integrate with bookings and transactions.
• Users receive real-time updates on order status.

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🔔 36.7. Notifications & Logs System

Sends real-time alerts and logs system activities.

Key Notifications:

Trigger Event	Notification Type
Booking Approved	Email, SMS, App alert
Payment Failed	Retry prompt notification
Order Ready	Push notification for food pickup

How It’s Connected:

• Every module triggers notifications based on actions.
• Admins receive real-time dashboard alerts.

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🔄 36.8. The Complete System Workflow

Illustrates how all modules interact, from user registration to check-out.

• Users register → Book → Pay → Receive Tickets → Check-in → Use Services → Check-out.
• Admins manage approvals, payments, and reports.

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✅ 36.9. System Integration Summary

• Seamless connection between bookings, payments, ticketing, lockers, and F&B.
• Automated workflows eliminate manual intervention.
• Notifications and logs provide real-time status updates.
• Role-based security ensures data protection and system integrity.

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