Real-Time Order Diagnostics for Children's Camp Management
Instant order diagnostics system for children's camp administrators. Reduced check-in troubleshooting from 3-5 minutes to under 3 seconds by consolidating 7 critical checks into one real-time dashboard.
Duration
2.5 months
Team Size
1
My Role
Full-Stack Developer
Executive Summary
Children's camp administrators faced a daily challenge: when the automated check-in system blocked a participant, they had no quick way to understand why. They would manually navigate through 5-7 different system sections—orders, invoices, wallets, forms, authorized persons, documents—while anxious parents waited in line, often running late for work.
The automated check-in system validates multiple requirements before allowing registration: invoice payment status, wallet balance, participant forms, authorized pickup persons, and signed documents. When any check fails, parents see only a generic error message. Administrators needed to become detectives, piecing together information from scattered screens.
We built a one-click diagnostics panel that instantly aggregates all 7 critical checks into a single view with clear visual indicators. Green checkmarks, red X marks, and yellow warnings tell the story at a glance. The system respects privacy by design—showing only what's needed to resolve issues without exposing sensitive data. Morning check-in queues disappeared, support calls dropped 70%, and administrators now resolve issues in seconds instead of minutes.
Key Metrics
Diagnosis Time
Before
3-5 min
After
< 3 sec
Clicks Required
Before
5-7
After
1
Support Calls
Before
Frequent
After
Rare
Checks per Request
Before
Manual
After
7 automated
Report Generation
Before
N/A
After
< 200ms
Registration Errors
Before
Common
After
Rare
The Challenges
Key obstacles that needed to be addressed
Manual Multi-Screen Troubleshooting
When check-in failed, administrators had to manually navigate 5-7 different sections: order status, invoices, wallet balance, participant forms, authorized persons, and documents
Business Impact
Each blocked registration took 3-5 minutes to diagnose, creating queues of frustrated parents during peak morning hours (8:30-9:00 AM)
13+ Different Blocking Conditions
The system could block registration for numerous reasons: unpaid invoices, insufficient wallet balance, incomplete forms, missing authorized persons, unsigned documents, wrong order status, and more
Business Impact
Administrators couldn't quickly identify which specific requirement was failing, leading to support calls and delays
Different Logic for Camp Types
Day camps charge per visit from wallet balance (with €5 overdraft tolerance), while overnight camps require full invoice prepayment—each with different validation rules
Business Impact
Confusion about which payment method applied led to incorrect troubleshooting and frustrated parents
Privacy Compliance Requirements
Administrators needed enough information to resolve issues, but privacy policy prohibited showing financial details of other clients or medical information from forms
Business Impact
Balancing transparency with privacy required careful design of what information to display
High-Stress Environment
Morning check-in creates a queue of parents rushing to drop off children before work. Administrators work under constant time pressure with no room for slow diagnostics
Business Impact
Stress led to errors, missed checks, and occasional incorrect overrides of safety requirements
Our Solutions
How we tackled the challenges and delivered results
One-Click Diagnostics Panel
Single "Diagnose Order" button opens a modal with all 7 critical checks aggregated in real-time: order status, camp type, invoice/payment, wallet balance, participant form, authorized persons, and documents
Implementation
Optimized single database query loads all related data. Results displayed in < 200ms with no caching—always showing current state. Visual hierarchy puts overall status verdict at top
Three-Level Visual Status System
Clear color-coded indicators: green checkmark (OK), red X (critical blocker), yellow warning (needs attention but doesn't block). Final verdict shows "Ready for Check-in" or "Critical Issues Found"
Implementation
Two-column checklist at bottom provides quick scannable overview of all 6 main parameters. Large status icon and text immediately visible without scrolling
Camp-Type Aware Logic
System automatically detects day camp vs overnight camp and applies appropriate validation: day camps check wallet balance (with €5 tolerance), overnight camps verify invoice payment
Implementation
Unpaid invoice shows as warning for day camps (payment from wallet) but as critical blocker for overnight camps. Balance calculation considers daily rate and tolerance threshold
Privacy-First Information Display
Shows only information needed to resolve the specific issue: payment status without amounts from other clients, form completion status without medical details, authorized person names for identification
Implementation
Each check returns minimal required data. Medical and financial details of other families never exposed. Audit logging tracks all diagnostic access
Force Check-in with Safeguards
Emergency override for exceptional situations requires written reason (min 10 characters), bypasses payment/form/authorization checks, but NEVER bypasses document signature requirement (legal mandate)
Implementation
Force flag is single-use—automatically resets after one check-in. All forced check-ins logged with reason, timestamp, and administrator ID for audit compliance
All solutions successfully implemented and deployed
Results & Impact
Measurable outcomes achieved through our solutions
Eliminated morning check-in queues
Administrators instantly see if a child can be registered, providing immediate answers to parents instead of lengthy investigations
Reduced administrator stress
Confident decision-making with complete information at a glance. No more guessing or calling the office for help
Faster service with clear explanations
Parents get immediate answers about registration issues. When problems exist, administrators can explain exactly what needs to be resolved
70% reduction in support calls
Administrators resolve 90% of issues independently. Office staff focus on complex cases instead of routine diagnostics
Audit-ready logging
All diagnostics access and force check-ins logged with full context. Privacy requirements met through minimal data exposure design
Project delivered on time and exceeded expectations
Technology Stack
Tools and technologies used to build this solution
Backend
Frontend
Database
Infrastructure
All technologies were carefully selected to ensure optimal performance, scalability, and maintainability
“Before this system, I spent 3-5 minutes on each parent when there was a problem—opening different sections, searching for information, sometimes calling the office. Now I press one button and immediately see the full picture: paid or not, form completed, documents signed. This is especially important in the morning when parents are rushing to work.”
Camp Administrator
Children's Camp Staff • Aktivists ERP Client