Flow: Match Management (Admin)¶

Administrator (HNS Staff)

Admin is logged into the Admin Portal with "Match Manager" permissions
For seat-mapped (home) venues: Stadium configurations are available in the system
For external (away) venues: Venue master data exists (name, location, capacity)

Initiate Match Creation
- Admin navigates to "Events & Matches"
- Clicks "Create New Match"
- System presents the Match Creation Wizard
Basic Information Setup
- Admin enters match details:
  - Home Team (defaults to Croatia) vs Away Team
  - Competition Type (e.g., "UEFA Nations League", "Friendly", "Qualifier")
  - Date and Time (Kick-off)
  - Venue/Stadium
Sales Phase Configuration
- Admin defines sales phases:
  - Phase 1: Loyalty Early Access (Start/End Date, Eligibility Rules, Number of Tickets)
  - Phase 2: General Public (Start/End Date)
Quota & Inventory Setup
- Admin defines initial quota allocations (e.g., "UEFA Quota", "Sponsors", "Family")
- (See Match Stadium Configuration for detailed seat mapping)
- System reserves the specified percentage/sectors for quotas
Content & Media
- Admin uploads match banners, logos, and promotional text
- Sets visibility status (Draft, Scheduled, Visible)
- Configures "Important Info" text for the mobile app match page
Review & Publish
- Admin reviews all settings on the Summary page
- Clicks "Publish Match" or "Save as Draft"
- System generates the match ID and event page on the backend
- (If Visible) Match appears in "Upcoming" list on mobile app

A1: Edit Active Match Details

Trigger: Match time changes
Admin opens existing match
Updates "Kick-off Time"
System detects change and prompts with options:
- "Notify Ticket Holders" - Send push notification and email to all ticket holders
- "Silent Update (No Notification)" - Update details without notifying ticket holders
Silent Update Use Case: For minor corrections (e.g., time change from 19:30 to 20:30 due to typo) where notification would cause unnecessary confusion
Admin selects notification preference and confirms
System updates match details
If notification enabled: triggers push notification/email to existing buyers
If silent: updates made without notification, tickets remain valid
All changes logged in audit trail regardless of notification setting

A2: Cancel Match

A3: Export Access Control Data (Pre-Match)

Trigger: Match day approaching, access control systems need to be loaded with valid ticket data
Admin navigates to match detail page in Admin Portal
Selects "Export Access Control Data" or "Export Tickets for Validation"
System generates Excel export containing barcodes only (no personal identifiable information):
- Barcode/QR Code: The scannable code value for offline validation
- Ticket Status: Confirmed valid tickets only (excludes refunded, cancelled)
Extra Codes for Post-Export Changes:
- System automatically includes extra valid codes to handle changes after export:
  - Codes for all currently unsold seats (in case of last-minute sales)
  - Additional ~1000 reserve codes for any changes, refunds, transfers, or resells that occur after export
- These codes become valid only if corresponding tickets are sold/changed
- Prevents need for multiple exports on match day
Export includes all channels: online purchases, quota allocations, box office sales
Admin downloads the Excel file
File naming convention: MatchID_TicketExport_YYYYMMDD_HHMM.xlsx
Admin provides export to access control operators who load it into offline validation devices
Can be re-exported if needed, but extra codes minimize this need
This export enables the offline validation process described in Stadium Entry Validation
Post-match: Access control operators export usage data back to HNS system for attendance tracking

A4: Create Away Match (Non-Numbered Allocation)

Trigger: Creating a match at an external (away) venue without seat map
Admin follows steps 1-2 (Initiate Match Creation, Basic Information Setup)
In step 2, Admin selects an external venue (e.g., "Victoria Stadium, Gibraltar")
System detects venue type and adjusts the wizard
In step 4 (Quota & Inventory Setup):
- Admin toggles "Non-numbered seats (away match)" checkbox
- Admin enters "Total Croatian allocation quantity" (e.g., 500 tickets)
- Stadium configuration step is skipped (no seat map available)
- System creates inventory pool of specified quantity with seat location = TBD
Admin continues with steps 5-6 (Content & Media, Review & Publish)
For detailed away match ticket lifecycle (sales, sector assignment, customer notification), see Away Match Tickets (Non-Numbered Seats)

A5: Close Match and Attendance Import

A6: Loyalty Points Calculation

Trigger: Automatically after match is closed (A5)
System calculates loyalty points based on match closure type:
- Match closed WITH attendance: Only fans with ticket status "ATTENDED" are eligible
- Match closed WITHOUT attendance: All ticket holders are eligible (all marked as ATTENDED)
Eligibility criteria for points:
- Ticket status = ATTENDED
- Valid OIB on ticket
- Paid ticket (not free/complimentary)
System awards 1 loyalty point to each eligible fan
Push notification sent: "You earned 1 loyalty point for attending [Match Name]"
Email confirmation sent with updated points balance
Admin dashboard updated with points awarded count

Last Updated: January 2026