Day Centre Registration
Executive Summary
Day Centre Registration is the front-desk start screen for a self-service check-in kiosk at a day centre. Staff choose a facility and start a full-screen registration session. Clients then scan their membership card, confirm who they are, and tick the courses and activities they are attending today. The system records their attendance in AlayaCare (clock in and clock out) for each selection.
Key Features
- Choose the facility that is registering clients
- Start a full-screen, touch-friendly registration session for the selected facility
- Clients scan a membership card (or type the number on the on-screen keypad) and confirm their identity
- Pre-registered courses and other day program activities for today are listed for selection
- Attendance is recorded in AlayaCare as a clock in and clock out, creating a visit when an activity has none yet
- The session can only be closed by entering a configured PIN
- Page settings control the default facility, closing PIN, the clock in/out time used and which visit validations may be overridden
Typical Workflow
- Confirm the Facility (the default comes from page settings)
- Click Start to open the registration session
- The client scans or types their membership card number and clicks Continue
- The client checks the greeting and clicks Continue with registration
- The client ticks the courses and activities they are attending and clicks Finish Recording Attendance
- The client clicks Done so the next client can scan
- Staff close the session by entering the closing PIN
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options. The dialog is titled Day Centre Registration Settings.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| General | Facility For Day Center Registration | Dropdown | Default facility selected when the screen opens. |
| General | Closing Pin Day Center Registration | Text | PIN required to close the registration session. |
| General | Clock In/Out Time To Use | Dropdown | Which times are recorded when attendance is clocked. Choices: Visit Time, Actual. |
| Visit Overrides | Overlapping Visits | Yes/No | Allows a visit to be saved when it overlaps another visit. |
| Visit Overrides | Service Instructions | Yes/No | Bypasses the service instructions validation. |
| Visit Overrides | Reason Code | Yes/No | Bypasses the reason code validation. |
| Visit Overrides | Locked Visit | Yes/No | Permits changes to visits that are locked. |
| Visit Overrides | Blocked Employee | Yes/No | Allows an employee who is blocked for the client or service. |
| Visit Overrides | Unavailable Employee | Yes/No | Allows an employee who is marked unavailable at the visit time. |
| Visit Overrides | Blocked Facility | Yes/No | Allows a facility that is otherwise blocked for scheduling. |
| Visit Overrides | Authorization | Yes/No | Bypasses authorization checks. |
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
| Settings View / Edit | View or change page configuration |
Actions
| Button | Description |
|---|---|
| Start | Opens the registration session for the selected facility. |
| View Settings | Opens page configuration in read-only mode (when settings view is permitted). |
| Edit Settings | Opens page configuration for editing (when settings edit is permitted). |
Dialog Components
Day Center Registration
Opens full screen when you click Start. The title shows the facility and the service day. If a logo is configured for the organisation it is shown at the top. Closing the window (the close icon) asks for the configured PIN.
| Step | What the client sees and does |
|---|---|
| Scan Your Membership Card | Scan or type the membership card number (on-screen numeric keypad available), then Continue. |
| Hello | A greeting with the client name. Continue with registration moves on. Assistance required - This Isn't Me! directs the client to front reception. |
| Please select the activities | Lists Your Pre-Registered Courses and Day Program Activities (Registration Not Required) with a tick box per item showing time and name. Items already registered are shown but cannot be ticked. Finish Recording Attendance is enabled once at least one item is ticked. Start Over returns to the scan step. |
| Thank You | Confirms attendance was recorded. Done returns to the scan step for the next client. |
| Nothing found | "We could not find any Courses or Activities for you on this day. Please see Front Reception for assistance." Start Over returns to the scan step. |
| Assistance | "We are sorry, we are having difficulty with your registration. Please see Front Reception for assistance." Start Over returns to the scan step. |
| Enter PIN to close this window | Type the PIN (use Show or Hide to reveal it) and Continue. A wrong PIN shows a warning and the session stays open. |
Warnings that may appear: "Member Number Not Found", "Please enter a membership number", "Please check at least one course or activity", and "Unable to login to Alaya, please see reception for assistance".
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Facilities | Facility list used to start a registration session and as the default in page settings. |
| Facility Activities | Activities and their schedule for the facility, offered to clients as day program activities. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Continue
After Continue on the scan step:
- Looks up the client in AlayaCare using the number from the membership card.
- Shows the Hello step if the client is found, or a warning if not.
Continue with registration
After Continue with registration:
- Reads the client's active services from AlayaCare and today's visits for that client at the facility (cancelled visits are skipped).
- Visits that already have a clock in are shown as already registered and cannot be ticked. The other visits are offered as courses.
- Facility activities that match one of the client's services, fall on today's date (daily or weekly pattern) and do not already have a visit are offered as additional activities.
- Shows the selection step, or directs the client to reception if nothing is found.
Finish Recording Attendance
After Finish Recording Attendance:
- Confirms at least one course or activity is ticked.
- For each ticked course (an existing visit): assigns the employee to the visit, clocks in, then clocks out. When Clock In/Out Time To Use is Visit Time, the recorded clock in and clock out are corrected to the scheduled visit times; with Actual the real times are kept. Any configured Visit Overrides are applied.
- For each ticked activity that has no visit yet: creates a facility visit in AlayaCare for the client (service, times and tags from the activity, plus visit overrides), then clocks in and out the same way.
- Skips a course and shows a warning if the employee already has an open clock in with another visit at that time. Other ticked items continue.
- Shows the Thank You step so the next client can scan.