Flow: Admin Seat Operations

Actor

Admin with seat management permissions

Preconditions

• Admin has valid credentials with inventory management permissions
• Match event exists with stadium/venue configured
• Seat inventory loaded into system
• Understanding of 10+ seat status types: Available, Sold, Reserved, Technical, Official, Blocked, Maintenance, Quarantined, Allocated, Inactive

Flow Steps

Part 1: Individual Seat Status Change

Access Seat Inventory Management

• Admin logs into admin portal
• Navigates to "Stadium Management" section
• Selects target match/event from dropdown
• Stadium Visualization Options:
  • Full Stadium View (UEFA-style): Shows entire stadium with all sections visible
    • Zoomable interface - pinch/scroll to zoom into specific areas
    • At low zoom: shows section-level color coding (aggregate status)
    • At high zoom: shows individual seat-level detail
    • Preferred for getting overall stadium status at a glance
  • Sector Detail View (Current): Click section to see individual seats
    • Traditional view showing sector with seat grid
    • Useful for detailed seat-by-seat operations
  • Toggle between views via "Stadium View" / "Sector View" buttons
• Stadium seating map loads with color-coded seat status visualization:
  • Green: Available
  • Blue: Sold
  • Yellow: Reserved
  • Purple: Technical
  • Orange: Official
  • Red: Blocked
  • Gray: Maintenance
  • Brown: Quarantined
  • Teal: Allocated
  • Black: Inactive
• Note: Full stadium zoomable view implementation depends on technical feasibility with stadium map data format

Select Individual Seat

• Admin navigates stadium map (pan/zoom enabled)
• Clicks on specific seat (e.g., Section A, Row 5, Seat 12)
• Seat details panel appears:
  • Seat identifier (section, row, number)
  • Current status
  • Last status change (date, time, admin)
  • Lock status (if reserved/in-cart)
  • Associated order ID (if sold)
  • Status history (audit trail)

Change Seat Status

• Admin clicks "Change Status" button
• Status change form displayed:
  • Current Status: [e.g., Available]
  • New Status (dropdown with valid transitions only):
    • Available → Reserved, Sold, Technical, Official, Blocked, Maintenance, Allocated
    • Sold → Available (requires refund workflow), Quarantined
    • Reserved → Available (if expired), Sold
    • Etc. (based on status transition rules)
  • Reason (required, free text): e.g., "Safety inspection required"
• System validates transition is allowed
• Admin enters reason and dates
• Admin clicks "Update Status"

Confirm and Apply

• System displays confirmation:
  • "Change seat [Section A-Row 5-Seat 12] from [Available] to [Maintenance]?"
  • "Reason: Safety inspection required"
  • "Effective: Immediately"
• Admin confirms
• System updates seat status
• Audit log entry created
• Seat color updates on map immediately
• Success message: "Seat status updated successfully"

Part 2: Bulk Seat Selection and Operations

Selection Method 1: By Section/Sector

Select Section

• Admin clicks "Bulk Operations" button
• Selection mode activated
• Admin selects section from dropdown or clicks section on map (e.g., "North Stand Section A")
• System highlights all seats in section
• Selection summary displayed:
  • Total seats selected: 1,248
  • Current status breakdown:
    • Available: 856
    • Sold: 312
    • Reserved: 24
    • Other: 56
• Option to refine selection with filters

Apply Bulk Status Change

• Admin clicks "Change Status" for selection
• Bulk change form displayed:
  • Apply to Status (optional filter): "Only change seats with status: [Available]"
  • New Status: Blocked
  • Reason (required): "Safety inspection - structural assessment"
• Admin fills form
• Preview shows: "856 Available seats will be changed to Blocked"
• Admin clicks "Apply Bulk Change"

Review and Confirm

• Confirmation dialog:
  • "Change 856 seats in North Stand Section A?"
  • "From: Available → To: Blocked"
  • Warning: "This will remove seats from public sale immediately"
• Admin confirms
• Progress bar shows operation status
• System processes changes in batches (transaction safety)
• Success message: "856 seats updated successfully"
• Stadium map updates with new colors

Selection Method 2: By Row Range

Select Row Range

• Admin selects section first (e.g., "East Stand Section C")
• Clicks "Select by Row Range"
• Input fields appear:
  • From Row: 1
  • To Row: 10
• Admin enters row range
• System highlights selected rows on map
• Selection summary: 420 seats selected (Rows 1-10)

Apply Status Change

• Same process as section selection
• Admin changes status from Available to Technical
• Reason: "Press and media allocation for match day"
• System validates and applies change
• 420 seats moved to Technical status

Selection Method 3: By Seat Number Range

Select Seat Range

• Admin selects section and row
• Clicks "Select by Seat Range"
• Input fields:
  • Section: West Stand B
  • Row: 15
  • From Seat: 1
  • To Seat: 50
• System highlights seats 1-50 in Row 15
• Selection summary: 50 seats selected

Apply Status Change

• Admin changes to Official status
• Reason: "VIP guest allocation"
• Effective immediately
• System applies change to 50 seats

Selection Method 4: Custom Multi-Select

Manual Selection

• Admin enables "Multi-Select Mode"
• Clicks individual seats on map (Ctrl+Click for multiple)
• Selected seats highlighted with different color
• Selected seats list displayed in sidebar:
  • Section A-Row 3-Seat 5
  • Section A-Row 3-Seat 6
  • Section B-Row 7-Seat 12
  • ... (up to 100 manual selections at once)
• Admin can deselect individual seats or clear all

Apply Status Change

• Admin changes scattered seats to Quarantined
• Reason: "Customer complaints - investigation pending"
• System applies to all selected seats

Selection Method 5: Filter-Based Selection

Apply Filters

• Admin clicks "Advanced Filters"
• Filter criteria available:
  • Status: [Select one or multiple statuses]
  • Section: [Select sections]
  • Price Category: [Premium, Standard, Economy]
  • Last Modified Date: [Date range]
  • Modified By: [Admin user]
  • With Active Locks: Yes/No
• Example: Select all "Maintenance" status seats
• System applies filters and highlights matching seats
• Selection summary: 142 seats match filters

Apply Status Change

• Admin changes filtered seats from Maintenance to Available
• Reason: "Maintenance completed - seats ready for sale"
• System validates and updates 142 seats

Part 3: CSV Export

Export Current Seat Status

• Admin clicks "Export Inventory" button
• Export options:
  • Match/Event: Select specific match or "All upcoming"
  • Sections: All or specific sections
  • Statuses: All statuses or filter by status
• Admin selects options and clicks "Export"
• System generates file: "seat-inventory-[match-name]-[date].csv"
• File includes columns:
  • Stadium ID, Section, Row, Seat Number, Current Status, Price Category, Last Modified, Modified By, Lock Status, Order ID (if sold)
• Admin saves file locally

Part 4: Sector-to-Sector Ticket Transfer

Use Case

When physical stadium changes occur (e.g., fence moved between sectors, capacity reallocation), admin needs to transfer sold tickets from one sector to another.

Example Scenario: Sector A and B share a boundary. The fence is moved, increasing Sector A by 500 seats and decreasing Sector B by 500. Tickets already sold in the affected area of Sector B need to be transferred to new seats in Sector A, and the original seats in B need to be blocked.

Access Sector Transfer Interface

• Admin logs into admin portal
• Navigates to "Stadium Management" > "Sector Operations"
• Selects target match/event
• Clicks "Sector Transfer" button

Select Source Tickets

• Admin selects source sector (e.g., "Sector B")
• System displays sold tickets in the affected area
• Admin can select tickets by:
  • Row range (e.g., Rows 1-10)
  • Seat range (e.g., Seats 1-50 per row)
  • Individual selection
• Selection summary shows:
  • Total tickets selected: [number]
  • Ticket holders affected: [count]
  • Current seat locations

Select Destination Sector

• Admin selects destination sector (e.g., "Sector A")
• System validates:
  • Destination sector has sufficient available seats
  • Price category compatibility (or allows price adjustment)
• Admin chooses seat assignment method:
  • Automatic (Snake algorithm): System assigns best available seats
  • Manual mapping: Admin specifies exact new seat for each ticket

Preview and Confirm Transfer

• System displays transfer preview:
  • From: Sector B, Row X, Seat Y → To: Sector A, Row M, Seat N
  • For each affected ticket
• Admin reviews mapping
• Admin enters reason: "Physical fence relocation - capacity reallocation"
• Admin clicks "Execute Transfer"

Execute Transfer and Notify

• System performs atomic operation:
  • Updates all ticket seat assignments to new sector/seats
  • Marks original seats as "Blocked" (unavailable for future sales)
  • Creates audit trail entries
• Customer notifications sent automatically:
  • Email: "Your seat has been relocated from [old] to [new] due to venue changes"
  • Push notification to HNS app
  • Updated ticket visible in app with new seat details
• Success summary displayed to admin

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Part 5: Search and Modification by Seat/Reservation

Search Method 1: Search by Seat Number

Access Seat Search Interface

• Admin logs into admin portal
• Navigates to "Stadium Management"
• Clicks "Search Seats" button
• Search interface appears with multiple search options

Search by Specific Seat

• Admin selects search type: "By Seat Number"
• Input fields displayed:
  • Stadium/Venue: Dropdown (e.g., Maksimir, Poljud, Opus Arena)
  • Match/Event: Dropdown or "All Events"
  • Section: Text input (e.g., "A", "P53N", "ISTOK C5")
  • Row: Text input (e.g., "5", "15")
  • Seat Number: Text input (e.g., "12", "B3")
• Admin enters: Stadium: Maksimir, Section: A, Row: 5, Seat: 12
• Admin clicks "Search"

View Seat Details

• System retrieves seat information
• Detailed seat panel displayed:
  • Seat Identifier: Maksimir - Section A - Row 5 - Seat 12
  • Current Status: Sold / Reserved / Available / etc.
  • Match/Event: Croatia vs Poland - 15.03.2026
  • Linked Document:
    • Type: QUOTA / ORDER / STORNO
    • Document ID: Link to full document (e.g., "Quota #300032x")
    • Click to view full document details
  • Customer/Owner Information (if sold/reserved):
    • Name: [Customer name]
    • OIB: [Masked OIB]
    • Email: [Masked email]
    • Order number: 4100234
  • Pricing: 50.00 EUR
  • Payment Status: Paid / Pending / Deferred
  • Lock Status: Locked / Available
  • Last Status Change:
    • Date/Time: 15.11.2025 14:32:15
    • Changed by: admin@hns.hr
    • Reason: "Quota allocation"
• Status History (expandable):
  • 15.11.2025 14:32: Available → Reserved (Quota allocation)
  • 16.11.2025 10:15: Reserved → Sold (Quota claimed)
  • Full audit trail displayed

View Linked Document

• Admin clicks on linked document: "Quota #300032x"
• System opens document details in modal or new tab:
  • Quota owner name and organization
  • Quota type (e.g., Sponsor, Official, Partner)
  • Total allocation and usage
  • Deadline
  • All seats allocated under this quota
  • Contact information
  • Payment terms (deferred/immediate)
• Admin can navigate to quota management from here
• Admin returns to seat details

Search Method 2: Search by Reservation/Quota

Search by Reservation Number

• Admin selects search type: "By Reservation/Quota"
• Input fields displayed:
  • Search Type: Dropdown (Quota, Reservation, Order, Storno)
  • Document Number: Text input
  • Match/Event: Dropdown or "All Events"
  • Customer Name/OIB: Optional text input for filtering
• Admin enters: Type: Quota, Document: "300032x"
• Admin clicks "Search"

View Reservation/Quota Summary

• System retrieves all information for quota 300032x
• Quota summary panel displayed:
  • Quota ID: 300032x
  • Quota Owner: Hrvatski Telekom (Sponsor)
  • Contact: sponsor@ht.hr
  • Match/Event: Croatia vs Poland - 15.03.2026
  • Allocated Sectors: Section A, Section B (VIP)
  • Total Allocation: 50 seats
  • Claimed/Used: 42 seats
  • Available: 8 seats
  • Status: Active
  • Deadline: 10.03.2026 23:59
  • Payment Terms: Deferred payment
  • Created by: admin@hns.hr on 01.11.2025
• Seat List displayed in data table:
  • Columns: Section, Row, Seat, Status, Claimed By, Claim Date
  • 50 rows showing all allocated seats
  • Color-coded by status (claimed/available)
  • Sortable and filterable

View Individual Seat from Quota

• Admin clicks on specific seat in quota list (e.g., Section A, Row 5, Seat 12)
• System navigates to seat detail view (same as Search Method 1, Step 3)
• Link back to quota summary available

Search Method 3: Via Interactive Seat Map

Access Stadium Map View

• Admin logs into admin portal
• Navigates to "Stadium Management"
• Selects target match/event from dropdown
• Interactive stadium seating map loads with color-coded seat status visualization
• Map controls available:
  • Pan: Click and drag to navigate
  • Zoom: Mouse wheel or pinch gesture to zoom in/out
  • Section labels and row numbers visible at appropriate zoom levels

Navigate and Select Seat via Map

• Admin uses pan/zoom to navigate to desired area of stadium
• Admin zooms in on specific section (e.g., Section A)
• Seat-level detail becomes visible at higher zoom levels
• Admin clicks on specific seat (e.g., Row 5, Seat 12)
• Seat highlights on map

View Seat Details in Modal

• Modal window opens displaying comprehensive seat information:
  • Seat Identifier: Maksimir - Section A - Row 5 - Seat 12
  • Current Status: Sold / Reserved / Available / etc. (color-coded)
  • Match/Event: Croatia vs Poland - 15.03.2026
  • Linked Document:
    • Type: QUOTA / ORDER / STORNO
    • Document ID: Clickable link (e.g., "Quota #300032x")
  • Customer/Owner Information (if sold/reserved):
    • Name: [Customer name]
    • OIB: [Masked OIB]
    • Email: [Masked email]
    • Order number: 4100234
  • Pricing: 50.00 EUR
  • Payment Status: Paid / Pending / Deferred
  • Lock Status: Locked / Available
  • Last Status Change:
    • Date/Time: 15.11.2025 14:32:15
    • Changed by: admin@hns.hr
    • Reason: "Quota allocation"
  • Quick Status History (last 5 changes, expandable for full history)
• Modal includes action buttons:
  • "Modify Assignment"
  • "Change Status"
  • "View Full History"
  • "View Linked Document"
  • "Close"

Perform Operations from Modal

• Admin can perform any modification operation directly from modal:
  • Change Status: Opens status change form within modal
  • Modify Assignment: Opens assignment modification form
  • View Linked Document: Opens document details in new modal layer
  • View Full History: Expands to show complete audit trail
• All operations follow same validation and confirmation flows as described in "Modification Operations" section
• After successful operation, modal updates to reflect new seat state
• Admin can close modal and continue navigating map
• Map automatically refreshes to show updated seat color/status

Multi-Seat Selection via Map

• Admin can hold Ctrl/Cmd and click multiple seats on map
• Selected seats highlight with selection border
• Bulk operations button appears: "Modify Selected Seats (X)"
• Admin can apply bulk status changes to map-selected seats
• Follows same bulk operation flow as Part 2

Search Method 4: Search by Email Address

Search by Customer Email

• Admin selects search type: "By Email"
• Input field displayed:
  • Customer Email: Text input with email format validation
  • Match/Event: Dropdown or "All Events"
• Admin enters customer email address (full or partial)
• Admin clicks "Search"

View Email Search Results

• System returns all tickets/seats associated with email
• Results displayed in table:
  • Match/Event
  • Seat Location (Section, Row, Seat)
  • Ticket Status
  • Document Type (Order/Quota)
  • Order/Quota ID
  • Purchase/Claim Date
• Admin can click any row to view full seat details
• Useful for customer support inquiries: "Find all tickets for customer@email.com"

Search Method 5: Multi-Criteria Advanced Search

Advanced Search Interface

• Admin clicks "Advanced Search"
• Multiple filter criteria available:
  • Match/Event: Multiple selection
  • Status: Multiple selection (Available, Sold, Reserved, etc.)
  • Section(s): Multiple selection
  • Document Type: Quota, Order, Storno, None
  • Customer OIB: Text input
  • Customer Name: Text input
  • Customer Email: Text input (new field)
  • Date Range: From/To date pickers
  • Modified By: Admin user dropdown
  • Payment Status: Paid, Pending, Deferred
• Admin sets multiple filters:
  • Match: Croatia vs Poland
  • Status: Sold
  • Document Type: Quota
  • Section: A
• Admin clicks "Search"

View Search Results

• System returns matching seats
• Results displayed in paginated table:
  • Columns: Seat Identifier, Status, Document Type, Customer, Price, Claim Date
  • Total results: 158 seats
  • Export option available (CSV/Excel)
• Admin can click any row to view seat details
• Admin can select multiple rows for bulk operations

Modification Operations

Modify Single Seat Assignment

• From seat detail view (Search Method 1, Step 3)
• Admin clicks "Modify Assignment" button
• Modification options displayed:
  • Change Status: Dropdown (respecting valid transitions)
  • Reassign to Different Customer:
    • Search customer by OIB/email
    • Transfer seat to new customer
    • Original customer notified
  • Change Linked Document:
    • Unlink from current quota/order
    • Link to different quota/order
    • Validation: ensure target quota has capacity
  • Add Internal Note: Free text field
• Admin selects modification type
• Admin enters required information and reason
• System validates modification is allowed

Confirm Modification

• Confirmation dialog displayed:
  • "Modify seat [Section A-Row 5-Seat 12]?"
  • "Action: Reassign from Customer A (OIB: 12345) to Customer B (OIB: 67890)"
  • "Reason: Customer request - approved transfer"
  • Warning: "Both customers will be notified via email"
• Admin confirms modification
• System processes change:
  • Updates seat assignment
  • Updates customer records
  • Updates quota/order records (if applicable)
  • Creates audit log entry
  • Sends notification emails and push notifications
• Success message: "Seat reassigned successfully"

Audit Trail and History

View Complete Audit Trail

• From any seat detail view
• Admin clicks "View Full History"
• Complete audit log displayed:
  • All changes to this seat across all events
  • Columns: Date/Time, Action, Old Value, New Value, Changed By, Reason, Source
  • Example entries:
    • 01.11.2025 10:00: Created | Status: null → Available | System | Auto | Import
    • 10.11.2025 14:30: Status Change | Available → Reserved | admin@hns.hr | Manual | "Quota allocation 300032x"
    • 12.11.2025 16:45: Claimed | Reserved → Sold | quota-system | Auto | "Customer claim"
    • 15.11.2025 09:20: Price Override | 50.00 → 40.00 | manager@hns.hr | Manual | "Sponsor discount applied"
• Audit trail exportable (CSV)
• Permanent retention for compliance

Filter Audit Trail

• Filter options:
  • Date range
  • Action type (Status change, Assignment, Price change, etc.)
  • Admin user
  • Source (Manual, Auto, Import, API)
• Admin applies filters
• Filtered results displayed
• Export filtered audit trail

Search Performance and Optimization

• Indexed Fields: Seat identifiers, customer OIB, document numbers
• Caching: Recent searches cached
• Concurrent Access: Multiple admins can search simultaneously
• Real-Time Updates: Search results reflect latest data (no stale cache for modifications)

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Alternative Flows

A1: Bulk Operation Conflict - Seats Locked

• Admin attempts bulk status change on section
• System detects 24 seats currently locked (in customer carts)
• Warning displayed: "24 seats are currently reserved in customer carts. These will be skipped."
• Admin options:
  • Proceed with non-locked seats only
  • Wait and retry later
• If proceed: 832 seats updated, 24 skipped
• Skipped seats listed in report for admin review

A2: Invalid Status Transition Attempted

• Admin tries to change Sold seats to Available without refund
• System blocks operation: "Invalid transition. Sold seats require refund process."
• Admin must:
  • Use refund workflow instead
  • Or filter selection to exclude Sold seats

A3: Bulk Operation Performance Limit

• Admin selects entire stadium (50,000 seats)
• System warns: "Large operation detected. This may take several minutes."
• Admin confirms
• System processes in batches of 1,000 seats
• Progress bar shows: "Processing batch 12/50..."
• Success summary provided

A4: Concurrent Modification Detected

• Admin A and Admin B attempt to change same section simultaneously
• System uses optimistic locking with version numbers
• First admin's changes commit successfully
• Second admin receives warning: "Section was modified by another user. Please refresh and retry."
• Admin refreshes view to see latest status
• Admin can reapply changes if still needed

Post-Flow Actions

Real-Time Synchronization:

• All status changes propagate to:
  • Mobile app
  • Capacity dashboard (real-time)
  • Quota allocation system (immediate)
• Admin receives confirmation of successful sync

Audit Trail Review:

• Complete history for every seat:
  • All status changes with timestamps
  • Admin who made change
  • Reason provided
  • Source (manual, bulk, import, scheduled, auto)
• Export capability for compliance
• Retention: Permanent for audit purposes

Status Analytics Dashboard:

• Visual charts showing:
  • Current status distribution (pie chart)
  • Admin activity summary
• Filterable by date range, match, section, admin

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Last Updated: January 2026