IV Day 2026 · Volunteer Registration System
Portal User Guide
Everything you need to register volunteers, confirm payments, manage check-ins, and administer IV Day 2026 — online and offline.
Build 40
5 User Roles
Online Registration
Offline Check-In
QR Check-In
QR Pass Download
Public Self-Registration
Early Bird Pricing
What is this portal?
The IV Day 2026 Volunteer Registration System is a secure web application for authorized IV Team members and administrators. It covers the full registration lifecycle: collecting volunteer information, confirming payments, sending QR pass emails, managing check-in at the gate, and running event analytics. Registration runs online (so you always get a clear result), while gate check-in is built to work offline and sync automatically.
📋
Staff Registration
The portal’s Register tab opens the one official registration form — the same form volunteers use. Entries submit directly to the server.
🌐
Public Self-Registration
Volunteers register themselves via registration.html — no login required. Appears in Confirm page as Awaiting Payment.
💳
Payment & Confirmation
Mark payments received, confirm registrations, and trigger QR pass emails — all in one step.
⬛
QR Pass Download
Print or save a professional QR pass as PDF directly from the portal. Role-gated per admin level.
📷
Gate Check-In
Scan QR codes at the event gate. Only confirmed registrations with a valid token check in successfully.
📊
Live Dashboard
Real-time KPIs, charts by JK and IV Team, revenue tracking, and Early Bird management panel.
Registration Fees
🐦 Early Bird
$20
Per person. Limited time — deadline set by Super Admin in dashboard.
Standard
$25
Per person. Applies after early bird period ends.
Youth + Parent EB
$40
Youth volunteer (8–13 required / 14+ optional) with guardian. Early bird 2× rate.
Youth + Parent
$50
Youth with guardian at full price. Fee applies when guardian fields are completed.
✅
Built for unreliable Wi-Fi
Registration runs online (you always get a clear success or a specific error). Gate check-in works offline — download the roster, scan with no connection, and check-ins sync automatically when you reconnect.
🌐
Public Self-Registration
Volunteers can register without logging in via registration.html. Their submissions flow directly into the Confirm page as Awaiting Payment. An Admin or JK Admin confirms payment and sends the QR pass.
Logging In
The portal is accessible at ivday2026.ismailivolunteers.us. Login credentials are assigned by your JK Admin or Super Admin. The login screen greets you with YA ALI MADAD.
1
Open the portal
Navigate to ivday2026.ismailivolunteers.us. Chrome, Safari, Firefox, and Edge are all supported. You can install it as an app — tap the Install App prompt or Add to Home Screen on mobile.
2
Enter your credentials
Type your username and password. Both are case-sensitive. If you don't have access, contact ivday2026@gmail.com.
3
Portal loads — YA ALI MADAD
After sign-in, the portal opens your role’s home page — Super Admin and Admin land on the Analytics Dashboard; other roles land on the page they work in. Navigate using the bottom bar (Register · Profile · Check-In · Device) and the menu. The topbar shows the online/offline status, the current page name, and your username.
⚠️
Credentials are case-sensitive
Double-check caps lock. If sign-in fails repeatedly, contact your JK Admin or Super Admin to reset your password.
Installing as an App (PWA)
The portal is a Progressive Web App. On iOS: tap the Share button → Add to Home Screen. On Android/Chrome: tap the menu → Install App. Once installed, it works offline and behaves like a native app.
Roles & Permissions
The portal has five roles arranged in a strict hierarchy. Each role inherits nothing from levels above — permissions are explicitly defined per role.
👑 Super Admin
→
🛡 Admin
→
🏛 JK Admin
→
✏️ Registrar
→
👁 Viewer
| Feature | Super | Admin | JK Admin | Registrar | Viewer |
|---|
| Register volunteers | ✓ | ✓ | ✓ | ✓ | ✕ |
| Confirm & Manage page | ✓ All | ✓ All | ✓ Own JK | ✕ | ✕ |
| Mark payment paid | ✓ | ✓ | ✓ Own JK | ✕ | ✕ |
| Confirm & send QR email | ✓ | ✓ | ✓ Own JK | ✕ | ✕ |
| Download / Print QR Pass | ✓ All | ✓ All | ✓ Own JK | ✕ | ✕ |
| Edit registration | ✓ | ✓ | ✓ Own JK | ✕ | ✕ |
| Delete registration | ✓ | ✕ | ✕ | ✕ | ✕ |
| Gate check-in (QR scan) | ✓ | ✓ | ✓ | ✓ | ✕ |
| Resend QR email | ✓ | ✓ | ✓ Own JK | ✕ | ✕ |
| Analytics Dashboard | ✓ | ✓ | ✕ | ✕ | ✕ |
| Early Bird settings | ✓ | ✕ | ✕ | ✕ | ✕ |
| Create / manage users | ✓ All roles | ✓ Reg & Viewer | ✕ | ✕ | ✕ |
| Sync offline check-ins | ✓ | ✓ | ✓ | ✓ | ✕ |
JK Admin — Scope Explained
JK Admin is the most configurable role. When created, a Super Admin assigns two scope parameters:
📍 Jamatkhana (required)
- One of the 15 Jamatkhanas must be assigned
- All record access is filtered to this JK only
- Enforced client-side (jkAllowed) and server-side
- Confirm page subtitle shows scope label
👥 IV Team (optional)
- Blank = sees all 9 teams within their JK
- Set to a team = narrowed to that team only
- Youth teams: either age group = both are visible
- Cannot access any other JK's records
💡
Dual enforcement
JK Admin scope is enforced on every action — listing records, marking payment, confirming, editing, and QR pass download. The server independently validates JK scope before responding to any mutation request.
Registering Volunteers
The portal’s Register tab opens the official IV Day 2026 registration form (registration.html) in a new tab — the same single form volunteers use. There is one registration form for the whole system, and it submits directly to the server (internet required). Use it for walk-ins or to register someone on their behalf. The form has these steps:
1
Personal Information
Enter first name, last name, email, phone, date of birth, gender, city, and state. Date of Birth is required first — the system auto-detects age group and sets the IV Team automatically: Ages 8–13 → Youth (8–13), Ages 14–17 → Youth (14+), Ages 18+ → clears any youth team. Future dates are rejected.
2
IV Day Assignment
Select the volunteer's Jamatkhana (from 15 options) and IV Team (from 9 options). Optionally enter a Role/Position and T-Shirt size.
The 9 IV Teams: Youth Volunteer (Ages 8–13) · Youth Volunteer (Ages 14+) · Adult Volunteers · Safety & Security · Transportation & Logistics · Hospitality & Events · Institutional Events · Community Outreach · Disaster Management & Relief
3
Youth Parent/Guardian Section
Ages 8–13: Parent/guardian fields are required — name, phone, and email must be completed. A combined fee of $50 ($40 early bird) applies automatically.
Ages 14+: Parent/guardian is optional. If completed, the fee changes to $50/$40 EB. If left blank, standard adult fee applies.
4
Consent Form & Signature
After selecting an IV Team, the consent form appears. Draw signature on the signature pad (general form for adults, youth guardian form for youth). Tap Clear to redo.
5
Volunteer Day
Select one day: Saturday, September 5 or Sunday, September 6. One selection is required.
6
Submit
Tap Complete Registration. The entry is sent to the server immediately and a Registration ID is shown. The volunteer receives a confirmation email with their QR pass once an Admin marks payment and confirms.
💡
Enter Date of Birth first
DOB auto-sets the correct IV Team and unlocks the parent section for youth. The fee display updates live — $20 / $25 / $40 / $50 depending on early bird status and whether guardian details are entered.
Public Self-Registration
Volunteers can register themselves at registration.html — no login, no account needed. Ideal for registration tables where volunteers fill in their own details on a shared device, or for a link shared before the event.
🌐
Volunteer opens form
registration.html — no login
→
✍️
Fills 5 steps
Personal info, assignment, day, consent, review
→
📥
Appears in Confirm page
Status: Awaiting Payment
→
✅
Admin confirms
QR pass emailed automatically
Public Form Steps
1
Personal Information
Name, email, phone, date of birth, gender, city. DOB auto-sets the IV Team exactly as in the staff portal.
2
IV Assignment
Select Jamatkhana and IV Team. Youth teams show the guardian section dynamically — required for 8–13, optional for 14+.
3
Volunteer Day
Choose Saturday Sep 5 or Sunday Sep 6.
4
Consent & Signature
Draw signature on the pad. For youth 8–13, the form specifies that parent/guardian also signs; for 14+, the form notes guardian participation if details were provided.
5
Review & Submit
Final summary of all entered data with fee displayed. Submit sends directly to the server. Volunteer sees a success screen with their Registration ID.
⚠️
Rate limited — 10 submissions per IP per hour
The public form has server-side rate limiting to prevent abuse. If a volunteer submits multiple times, duplicate detection (by email + day) will block repeat registrations with a clear error message.
Check-In
The Check-In page is used at the event gate to verify and admit volunteers. Requires Registrar role or above.
📧
QR Pass Email
Volunteer received after Admin confirms
→
📱
Volunteer Shows Pass
On phone or printed
→
📷
Gate Staff Scans
Camera in portal Check-In page
→
✅
Verified
Volunteer marked checked in
1
Open Check-In page
Open Check-In from the bottom bar. The camera view opens automatically on supported browsers.
2
Scan the QR code
Point the camera at the volunteer's QR code (phone or printed). The portal reads the QR token and looks up the registration.
3
Verify details on screen
Name, Jamatkhana, IV Team, and assigned day appear. Confirm the day matches today before tapping Check In.
4
Check In
Tap Check In. Status updates to Checked In and a timestamp is recorded. The QR token cannot be reused — duplicate scans are flagged as WARNING.
⚠️
Only confirmed registrations can check in
The server validates: (1) Registration must exist, (2) QR token must match the scanned code, (3) Status must be confirmed. Unconfirmed/unpaid registrations are blocked at the server level. Gate staff should not admit volunteers without a green verified screen.
Confirm & Manage
The Confirm page (Admin and JK Admin and above) is the payment and confirmation hub. All registrations appear here — both staff-entered and public self-registrations — sorted by payment status.
Three-Step Status Workflow
⏳
Awaiting Payment
Registered, fee not yet collected
→
💳
Paid — Ready
Payment marked, awaiting QR confirmation
→
✅
Confirmed & Sent
QR pass emailed, ready for gate check-in
Registration Card Layout
Each card has three zones: a top action bar, a user data + QR panel side-by-side, and a details grid at the bottom.
🔴 Awaiting Payment card
- Amber left border
- ⏳ Awaiting $25 status badge
- 💲 Mark $25 Paid button (amber)
- 🔒 Confirm locked until paid
🟣 Paid — Ready card
- Violet left border
- 💳 Paid — Ready status badge
- ✓ Confirm & Send QR button (emerald)
- QR pass buttons appear after confirmation
🟢 Confirmed card
- Emerald left border
- ✓ Confirmed & Sent status badge
- 📧 Resend QR button
- ⬛ QR Pass (Print + PDF) visible
Filtering Options
- Status tabs: All · Awaiting · Paid · Confirmed
- Day tabs: All Days · Sat Sep 5 · Sun Sep 6
- Jamatkhana pills (15 options)
- IV Team pills (9 options)
- Search by name, email, or reg ID
✅
Actions trigger emails automatically
Tapping Confirm & Send QR simultaneously: sets status to confirmed, generates a QR token, and emails the QR pass to the volunteer — one tap, all three steps. The Resend QR button retriggers the email only.
Export & Import (CSV)
Two buttons at the top of this page handle data in bulk:
⬇ Export CSV
- Downloads every registration you can see (role-scoped) as a spreadsheet
- Includes name, contact, team, day, fee, payment & confirm status, QR token, parent details, and more
- Opens directly in Excel; for Google Sheets use File → Import
⬆ Import CSV (Super Admin / Admin)
- Bulk-adds volunteers from a spreadsheet — ideal for offline-collected lists
- Imported people appear here as Awaiting Payment, ready to confirm
- Fees use the same early-bird logic; duplicates (same email + day) are skipped
1
Get the template
Tap ⬆ Import CSV → ⬇ Template. Fill your data into those columns. Required: First Name, Last Name, Email, Jamatkhana, IV Team, Day. Parent Name/Phone/Email are required for youth aged 8–13.
2
Choose the file & preview
Tap Choose CSV file. The panel shows how many rows were detected, with a sample to confirm it read correctly.
3
Import
Tap Import N rows. The results show how many were imported, how many were skipped as duplicates, and any rows with errors — each listed with the row number and reason so you can fix and re-import just those.
⚠️
Consent is not captured by import
Imported rows carry no signed consent form (they are tagged bulk_import). For youth volunteers especially, make sure consent was collected another way before confirming them. A fee column in the CSV is ignored — the system always computes the fee using the early-bird rules.
Audit Log
Below the registration list is the Confirmation Audit Log — a timestamped record of every action taken in this browser session: payments marked, confirmations sent, edits made, QR resends. Each entry shows the action, volunteer name, by whom (username + role), and the time. The log can be cleared per-device without affecting server records.
QR Pass Download & Print
Authorized admins can generate a professional printable QR pass for any confirmed registration directly from the portal — no email needed. This is useful for volunteers who missed the email, need a printed copy at the gate, or whose email bounced.
Who Can Download QR Passes
| Role | Can Download | Scope |
|---|
| Super Admin | ✓ Yes | All registrations |
| Admin | ✓ Yes | All registrations |
| JK Admin | ✓ Limited | Own Jamatkhana (and IV Team if scoped) |
| Registrar | ✕ No | — |
| Viewer | ✕ No | — |
How to Access
On any confirmed registration card in the Confirm page, the user data section (left side) is paired with a QR Pass panel (right side) showing two buttons:
🖨 Print button
- Opens the pass in a panel on the page (no pop-up)
- The print dialog opens automatically
- Choose any printer, or Save as PDF
- Works on desktop, phone, and tablet
⬇ Save PDF button
- Opens the same on-page pass panel
- Tap “Print / Save as PDF”
- Choose Save as PDF as the destination
- Same A5-sized pass design as Print
QR Pass Contents
⬛
Professional A5 pass design
The pass contains: IV Day 2026 header (navy gradient) · Day badge (amber for Sat, blue for Sun) · Volunteer full name · Registration ID · 220×220 QR code · Jamatkhana · IV Team · Fee paid (with 🐦 Early Bird marker) · T-shirt size · Guardian name if applicable · Gate instruction banner · Watermark: "Downloaded by [username] ([role]) · [timestamp]"
📶
QR image needs internet
The pass opens in a panel right on the page — there is no pop-up to allow. The QR image itself is fetched online, so the device needs a connection when you open the pass to print or save it.
💡
Only available for confirmed registrations
The QR Pass buttons are only shown when a registration has been confirmed and a QR token has been issued. Unconfirmed registrations show a 🔒 locked placeholder instead.
Dashboard & Analytics
The Dashboard (Super Admin and Admin only) gives a real-time overview of all registrations across the event, broken down by day, JK, IV Team, and status.
Dashboard Sections
🏆 Hero Panel
- Total volunteers registered (large 72px number)
- Confirmed + Checked-in count inline
- Saturday vs Sunday day split with gradient bars
- Emerald eyebrow label
📊 KPI Strip (5 stats)
- 🐦 Early Bird count
- 💵 Total revenue collected ($)
- ⏳ Pending payments ($)
- ✅ Confirmed (QR pass sent)
- 🚪 Checked in at gate
📈 Charts — 2-1-2 Layout
- Row 1: Payment Status + Day Split
- Full width: Registrations by Jamatkhana
- Row 3: By IV Team + T-Shirt Sizes
- Full width: Revenue by Jamatkhana
🐦 Early Bird Panel (Super Admin)
- Set start date and end deadline for $20 pricing
- Quick +7 / +14 / +30 day extend buttons
- Current status and days remaining shown live
- Fee changes take effect immediately on save
✅
Fee is calculated server-side
The $20 or $25 rate is determined by the server at registration time based on the current date vs the early bird window. Changing the Early Bird deadline in the dashboard takes effect immediately for all subsequent registrations.
User Management
User Management is available to Super Admin (all roles) and Admin (Registrar and Viewer only). Open it from the ☰ menu.
Role Legend Cards
At the top of the page, five expandable role cards are displayed centered. Each card shows the role name, authority level, and a collapsible description of what that role can do. The JK Admin card includes the scope note explaining Jamatkhana (required) and IV Team (optional — blank = all teams).
Creating a New User
1
Fill in the create form
Username (unique), display name, password, and role. All fields are required.
2
JK Scope (JK Admin only)
If role = JK Admin, a JK Scope section appears. Select the Jamatkhana (required). Optionally select an IV Team to narrow scope further — leave blank to give access to all teams in that JK.
3
Save
Tap Create User. The user appears in the user list below with their role badge, scope label, and management options.
Super Admin can
- Create any role including other Super Admins
- Edit any user's role, name, or JK scope
- Reset any user's password
- Delete any user
Admin can
- Create Registrar and Viewer accounts only
- Reset Registrar and Viewer passwords
- Cannot create JK Admin, Admin, or Super Admin
- Cannot edit users above their own level
✅
Users are shared across all devices
Accounts are stored securely on the server, so a user created on one device can sign in from any device. Give each person their own account with the correct role rather than sharing a single login.
Online vs. Offline
The system is split for reliability at the event: registration requires internet (so you always get a clear success or a specific error, never a silent loss), while gate check-in is built to work offline and syncs automatically.
📝
Registration
Online only — submits straight to the server
⇌Two modes
✅
Check-In
Offline-first — pre-loads the roster, syncs later
How offline check-in works
1
Download the roster (while online)
On the Check-In page, tap ⬇ Download roster. This caches every confirmed registration (with its QR token) on the device, so scanning works with no internet.
2
Scan with no connection
Each scan is verified against the on-device roster and recorded locally, showing the result instantly. Duplicate scans are flagged, not double-counted.
3
Auto-sync on reconnect
When internet returns, queued check-ins upload automatically in the background. The status bar shows online/offline, the roster count, and how many check-ins are synced vs. pending.
💡
Download the roster before the gates open
Do the roster download while you still have a good connection. Once cached, scanning keeps working even if venue Wi-Fi drops. Installing the portal as an app (PWA) keeps the cache more reliably.
Troubleshooting
Common issues and how to resolve them.
Can't log in
Check: ① Caps Lock is off ② No extra spaces in username/password ③ Credentials are correct (case-sensitive). If still failing, contact ivday2026@gmail.com to have your password reset by a Super Admin.
Navigation — bottom bar & menu
Navigate with the bottom bar (Register · Profile · Check-In · Device) and the ☰ menu (Dashboard, Confirm, Users). The topbar is status-only — it shows the online/offline dot, the current page name, and your username.
Registration submitted but got an error
Registration needs internet — make sure you are online (the error message now states the exact reason). Verify all required fields (✦) were filled: First Name, Last Name, Email, Date of Birth, Jamatkhana, IV Team, Consent Signature, and Volunteer Day. For youth 8–13: parent Name, Phone, and Email are also required.
QR code doesn't scan at check-in
Try: ① Increase screen brightness on volunteer's phone ② Print the QR pass from the Confirm page and scan the printed version ③ Manually search for the volunteer by name in the Confirm page and check in by entering their Registration ID manually.
QR Pass won't print or save
The pass opens in a panel right on the page — no pop-up to allow. Tap 🖨 Print / Save as PDF in that panel; in the print dialog pick your printer or “Save as PDF.” The QR image loads from the internet, so the device must be online when you open the pass.
Check-ins aren't syncing
Check-ins recorded offline upload automatically when the device reconnects. Ensure internet is connected (the Check-In status bar shows online/offline and the pending count). If the count won’t clear, the server may be temporarily unreachable — it will keep retrying; if it persists, check with Super Admin.
Email confirmation not received
Check: ① Email address entered during registration ② Spam/junk folder ③ Registration status in Confirm page — if still Awaiting Payment, the QR email is only sent after Admin confirms payment. Ask your Admin to resend via the Resend QR button.
JK Admin sees all registrations instead of just their JK
The JK Admin's Jamatkhana scope must be set during user creation. If scope is missing or incorrect, contact the Super Admin to update the user's JK scope in User Management.
Wrong fee shown ($25 instead of $20 early bird)
The early bird window may have expired or not yet started. Super Admin can check and adjust dates in the Dashboard Early Bird panel. The fee is calculated server-side at registration time — it cannot be retroactively changed without a fee_override from an Admin.
| Symptom | First Step | Escalate To |
|---|
| Can't log in | Check credentials, caps lock | JK Admin / Super Admin |
| Menu missing links | Sign out & back in | Super Admin |
| Check-ins not syncing | Check internet — uploads retry automatically | Super Admin |
| QR won't scan at gate | Increase brightness / print pass | Manually check in via Confirm |
| QR Pass won’t print | Use the on-page Print / Save as PDF panel; be online | — |
| No confirmation email | Check spam folder | Admin → Resend QR |
| Wrong fee shown | Check early bird deadline | Super Admin → Dashboard → EB Panel |
| JK Admin sees wrong scope | Log out & back in | Super Admin → User Management |
📧
Still need help?
Contact the IV Day 2026 team at ivday2026@gmail.com. Include your username, role, the page you were on, and a description of the issue.