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Flow: Quota Holder Web Portal (Delegation & Ticket Management)

Actor

Quota holder using web portal for ticket claiming and/or subquota management

Preconditions

  • Quota holder has an active quota assigned to their email address
  • Quota holder has HNS app account (same credentials used for web portal login)
  • Quota holder received web portal access link via email
  • Note: ALL quota and subquota owners have web portal access (not only those with subquota permissions)

Flow Steps

  1. Receive Web Portal Access Link

    • Quota holder receives email with web portal access information
    • Email contains:
      • Confirmation of quota details
      • Notification of delegation capability (if can_create_subquotas = TRUE)
      • Instructions: "Manage your quota via the HNS mobile app or web portal on desktop"
      • Link to web portal, with instructions it uses same credentials as on HNS mobile app
    • Email subject: "Manage Your Ticket Allocation - Web Portal Access"

  2. Access Web Portal

    • Quota holder opens email on desktop browser
    • Clicks web portal access link
    • Logs in with same credentials as on HNS mobile app
    • Access Control: User can only access if their email is in an active quota
    • System validates login and quota association

  3. View Allocation Dashboard

    • Dashboard displays allocation summary:
      • Total Allocated: Original quantity assigned by admin
      • Already Claimed/Sold: Tickets fully processed (paid and assigned)
      • Reserved: Tickets with holder information filled but not yet paid
      • Delegated to Subquotas: Sum of all created subquotas
      • Available Balance: Remaining seats for claiming or delegation
    • Shows quota details:
      • Match name, date, venue
      • Allocated sectors with seat numbers visible (e.g., Sector D1: Row 5 Seats 1-10)
      • Expiration date (visual reminder - see note below)
      • Discount/price information
    • Note on Expiration: The expiration date serves as a visual reminder only. Quota holders can still purchase tickets until the quota is manually cancelled by admin.
    • If can_create_subquotas = TRUE: Displays subquota list table
      • Columns: Sub-recipient Name, Email, Seats, Status, Created Date, Actions
      • Status badges: Allocated (yellow), Reserved (blue), Sold (green), Cancelled (red)

Claiming Tickets via Web Portal (3-Step Process)

Quota holders can claim tickets for themselves or others via the web portal.

Step 1: Select Tickets

  • Quota holder clicks "Claim Tickets" button
  • For numbered matches:
    • System displays allocated tickets as cards in a grid layout
    • Each card shows: Sector, row, and seat number (e.g., "Sector D1, Row 5, Seat 8")
    • Quota holder clicks cards to select/deselect tickets to claim
    • Selected cards are visually highlighted
    • Selection summary shows: "Selected: 4 tickets"
  • For non-numbered matches:
    • System displays quantity selector
    • Quota holder enters number of tickets to claim
  • Quota holder clicks "Continue to Ticket Details"
  • Note: No seat map visualization is used. Tickets are displayed as cards in a grid layout.

Step 2: Enter Ticket Holder Information

  • For each selected seat/ticket:
    • Quota holder enters attendee details:
      • Full name (required)
      • Date of birth (required)
      • Nationality (required)
      • OIB (for Croatians) or Passport number (for foreigners)
      • Email address (required for ticket delivery)
      • Phone number (optional)
    • Can select from saved profiles or enter new details
  • Identity Uniqueness (per match): Each OIB/passport number must be unique per match — same person cannot have multiple tickets for the same match, even across different quotas
  • Real-time validation: format checks, OIB checksum, blacklist check
  • Quota holder clicks "Continue to Payment"
  • Ticket status at this point: RESERVED (info filled, pending payment)

Step 3: Payment

  • If quota has payment required:
    • System displays order summary with prices and any discounts
    • Quota holder proceeds to payment gateway
    • Payment processed
  • If quota is free (discount_code = GR):
    • Payment step skipped
    • Quota holder clicks "Complete Claim"
  • Upon completion:
    • Tickets delivered instantly to recipients' HNS mobile app
    • Ticket status: SOLD
    • Confirmation email sent with ticket details

Creating Subquotas (For Delegation Permission Holders)

Prerequisite: Quota has can_create_subquotas = TRUE

Note: Subquotas can also be created via the HNS mobile app using the "Send tickets to someone else" button. See Mobile Quota Claiming for mobile workflow.

  1. Create Subquota

    • Quota holder clicks "Send tickets to someone else" button
    • Step 1 - Select Tickets for Subquota:
      • System displays available tickets as cards in a grid layout
      • Each card shows: Sector, row, and seat number
      • Quota holder clicks cards to select specific tickets to delegate
      • Only available tickets are shown (already claimed or delegated tickets are not displayed)
      • Selected cards are visually highlighted
      • Selection summary: "Selected: 4 tickets"
    • Step 2 - Enter Sub-recipient Details:
      • Sub-recipient Email (required, validated format)
      • Sub-recipient Name (required, for personalization)
      • Internal Note (optional, e.g., "Team member allocation")
    • Real-time validation:
      • Email format check
      • Note: Multiple subquotas to same email allowed (no duplicate detection)
    • Quota holder clicks "Send Tickets"
    • Alternative: Instead of creating subquota, quota holder can click "Claim for Myself" to proceed directly to Step 2 (ticket holder info) and Step 3 (payment)

  2. System Processes Subquota

    • System validates selected seats are available
    • Subquota created with:
      • Specific seats selected from parent allocation
      • Same discount code as parent
      • Same or earlier expiration date (cannot exceed parent expiration)
      • Same Transfer permission (YES/NO) - tickets claimed from subquota inherit transfer rules
    • If email address is registered user, push notification sent
    • Email sent to sub-recipient with:
      • Allocated seat details (sector, row, seat numbers)
      • Instructions to claim via HNS mobile app or web portal
    • Subquota created with status: "ALLOCATED"
    • Selected seats marked as delegated in parent's dashboard

  3. Send Email Invitation to Sub-Recipient

    • System sends email to sub-recipient with:
    • Personalized greeting with sub-recipient name
    • Allocation details (quantity, sectors, match, expiration)
    • Deeplink to HNS mobile app
    • Instructions to claim via HNS mobile app
    • Note: "Allocated by [Parent Quota Holder Name]"
    • Push notification sent to HNS app (if installed):
    • "You have [X] tickets allocated for [Match]. Claim by [Date]"

  4. Confirm Subquota Creation

    • Web portal displays success message
    • Subquota appears in dashboard table with status "Pending"
    • Dashboard totals updated in real-time
    • Action logged in audit trail

  5. Monitor Subquota Status

    • Dashboard shows status changes in real-time:
      • ALLOCATED → Sub-recipient hasn't started claiming
      • RESERVED → Sub-recipient filled ticket info (Step 2) but hasn't paid
      • SOLD → Sub-recipient completed payment, tickets issued
    • Seat-level detail visible: which specific seats are in each status

Alternative Flows

A1: Retract Unused Subquota

  • Quota holder views subquota list in dashboard
  • Identifies subquota with status "ALLOCATED" (no tickets claimed yet)
  • Clicks "Retract" button/link in Actions column
  • System prompts for confirmation: "Are you sure you want to retract this subquota? [Sub-recipient Name] will be notified."
  • Quota holder confirms retraction
  • System:
    • Changes subquota status to "Cancelled"
    • Returns seats to parent's available balance
    • Sends cancellation email to sub-recipient
    • Logs retraction in audit trail with timestamp
  • Dashboard updates immediately with seats returned

A2: Cannot Retract Subquota with Reserved/Sold Tickets

  • Quota holder attempts to retract subquota with status "RESERVED" or "SOLD"
  • System displays error message: "Cannot retract subquota. Sub-recipient has already started or completed claiming process."
  • Retract button disabled for subquotas past ALLOCATED status
  • Tooltip explains: "Subquotas can only be retracted if sub-recipient hasn't started claiming"

A6: Sub-Recipient Claims via Mobile App or Web Portal

  • Sub-recipient receives email invitation and taps deep link
  • Opens HNS mobile app or web portal and follows the 3-step claiming process
  • As sub-recipient progresses:
    • Fills info (Step 2): Status changes from "ALLOCATED" to "RESERVED"
    • Completes payment (Step 3): Status changes from "RESERVED" to "SOLD"
  • Parent's web portal dashboard updates in real-time
  • Seat-level visibility shows exactly which seats are in which status

A7: Expiration Reminder (No Auto-Expiry)

  • Quota expiration date is a visual reminder only
  • When expiration date passes:
    • Dashboard shows "Past Deadline" warning banner
    • Subquota status badges show warning indicator
  • However: Sub-recipients can still claim tickets until admin manually cancels the quota
  • This gives flexibility for late claims while providing visibility to administrators

A8: Admin Manual Cancellation

  • Administrator can cancel quota at any time via admin portal
  • Admin has two cancellation options:
    • "Cancel All Unused": Cancels all tickets (ALLOCATED and RESERVED)
    • "Cancel Unfulfilled Only": Cancels only ALLOCATED tickets; RESERVED tickets (with info filled) are preserved
  • Upon cancellation:
    • Cancelled tickets return to general inventory
    • Affected recipients notified
    • Parent's dashboard shows cancelled subquotas

A9: Subquota Ticket Refunded

  • When a ticket claimed from a subquota is refunded (by the person who paid):
    • Refund processed to the payer
    • Ticket marked as CANCELLED
    • Subquota owner does NOT get the ticket back
    • Seat behaves as if used - not available for re-claiming
  • What subquota owner sees:
    • Dashboard shows the ticket with "Cancelled (Refunded)" status
    • Cannot reassign or reclaim this seat
  • This is intentional to:
    • Maintain allocation integrity
    • Prevent re-distribution of refunded tickets
    • Track actual usage accurately
  • If seat needs to be reassigned, admin must manually create new allocation

Post-Flow Actions

Integration with Mobile App:

  • Sub-recipients can claim via HNS mobile app OR web portal (same 3-step process)
  • Web portal uses same credentials as HNS mobile app
  • Access controlled by email - must be in active quota to access portal
  • Subquota creation available on both channels
  • Both channels sync in real-time - changes reflect immediately across platforms
  • Parent can use either channel for delegation and own claiming

Quota Status Definitions:

Status Description
ALLOCATED Seats assigned but not yet claimed (ticket info not entered)
RESERVED Ticket holder info filled (Step 2) but payment not completed
SOLD Payment completed, tickets issued to recipient's app
Cancelled Tickets returned to inventory (admin or parent cancelled)

Last Updated: January 2026