How offline check-in works
The short version
Section titled “The short version”The check-in screen caches the attendee list when it first loads. If connectivity is lost during the event, check-in continues using the cached list. When connectivity returns, queued check-ins sync automatically. If the same person was checked in on two devices while offline, the earlier check-in time wins.
How it works
Section titled “How it works”When you open the check-in screen for an event, MapleGather downloads the full attendee list and stores it on the device. The cache automatically refreshes every 4 hours while the device is online.
If the device goes offline — whether from a venue’s spotty Wi-Fi or a mobile data dead zone — the screen switches to cached mode. A yellow banner appears: “You’re offline — checking in from cached list.” You can still scan QR codes and search by name. Each successful check-in goes into a local sync queue on the device.
When connectivity returns, MapleGather sends all queued check-ins to the server in a batch. Each check-in in the queue is processed in order.
Multi-staff check-in and conflicts
Section titled “Multi-staff check-in and conflicts”Multiple devices can run the check-in screen at the same time. While all devices are online, real-time updates keep each device’s list current.
When two devices are offline and check in the same person independently, both records go into the sync queue. When both sync after connectivity returns, MapleGather keeps the earlier check-in time and discards the later one. A brief notice appears for each conflict resolved — no manual action is needed.
This approach means you can safely run 4–6 devices at the same time without coordination. The worst case is a brief duplicate notice, which MapleGather resolves automatically.
Edge cases and boundaries
Section titled “Edge cases and boundaries”Stale cache (over 24 hours): If the cache is more than 24 hours old, a warning appears with a Connect and refresh button. You can dismiss the warning and continue, but new registrations made after the cache was last refreshed will not be in the list. Search by name can help in this case — it searches the cached list only.
No cache at all: If a device opens the check-in screen for the first time without a connection, it shows: “No attendee list cached on this device — connect once to load it. Until then, record check-ins on paper and use manual search to reconcile when you’re back online.” There is no fallback in this state — the device must connect at least once to build the cache.
Registrations after the cache was built: Members who register after the cache was last refreshed will not appear in the list during offline mode. When online, search the live attendee feed or use the Attendees tab on the event detail page.
Put it into practice
Section titled “Put it into practice”- Open the check-in screen while connected to the internet at least once before the event starts. This pre-loads the cache.
- If your venue has unreliable connectivity, load the check-in screen in advance and keep the tab open.
- After the event, check the Attendees tab to confirm all offline check-ins synced correctly. The Checked-in timestamps reflect the actual time each attendee checked in, not the sync time.