ParkingPulse SOP

Change Church

ParkingPulse

Standard Operating Procedure

Change Church Parking & Shuttle Management System

1. Pre-Service Preparation (1–2 Weeks Before)

Admin Tasks

Task	Owner	How
Create F&F registration window	Admin	Admin Portal → F&F Passes → New Window
Send registration link to members	Admin	Copy link from window, share via email/social
Verify all lots are configured	Admin	Admin Portal → Lot Setup — names, codes, capacities
Verify shuttle routes	Admin	Admin Portal → Lot Setup — routes, bus counts, sizes, timing
Upload staff roster	Admin	Admin Portal → Operations → Sync Roster
Confirm Wi-Fi coverage	IT/Admin	Walk all lots/gates with phone, test connectivity
Charge all devices	Admin/IT	Tablets, phones, battery packs, QR scanners

Device Assignment

Device	Assigned To	Logged-In Role
Tablet #1	Attendant — Lot A	Attendant
Tablet #2	Attendant — Lot B	Attendant
Tablet #3	Gate Lead — Main Gate	Gate Lead
Phone #1	Driver — Route 1	Driver
Phone #2	Driver — Route 2	Driver
TV (kiosk)	Lobby display	No login — open /tv URL
Laptop	Admin (command center)	Admin

2. Pre-Service Setup (1–2 Hours Before)

Admin — Command Center

Log in to the Admin Portal on the laptop
Open the Operations tab — confirm all lots and routes are showing
Check the Alert Push Center — clear any old alerts
Set the TV display — open the /tv URL on the lobby kiosk in full-screen mode

Attendants

Log in at /attendant on your assigned tablet
Confirm your lot assignment is correct
Verify the car counter shows the current count (reset to 0 if fresh)
Test the QR scanner with a test pass if available

Gate Leads

Log in at /gate on your assigned tablet
Confirm your gate assignment
Go to the Roster tab — verify your assigned attendant is checked in
Go to the Coverage tab — confirm which lot you're covering
Test the QR scanner with a test pass

Drivers

Log in at /driver on your assigned phone
Select your route and bus number
Confirm bus status is set to 'Idle'
When ready to start loading, set status to 'Loading'
Mount the phone in the dashboard holder

3. Service Operations

Attendant Workflow (Continuous)

1Car arrives at lot
2Guest shows QR pass (on phone or printed)
3Attendant scans QR with tablet camera (or handheld scanner)
4Valid pass → Check-in confirmed, tap '+' to increment lot count
5Invalid/no pass → Tap 'Request Approval' to escalate to Admin/Gate Lead

Key Rules

Tap "+" when a car enters, "−" when a car exits
The counter syncs to all views in real-time (TV, Member, Admin)
If lot reaches capacity, status turns red (FULL) automatically
Don't turn away guests without passes — submit a walk-up approval request

Gate Lead Workflow

1Monitor gate check-ins
2Scan QR passes for controlled lots
3Valid → Guest proceeds to lot
4Invalid → Request approval from Admin

Additional Responsibilities

Coverage tab — see how many gate leads are assigned to each lot
Shuttles tab — monitor shuttle status from the gate
Chat tab — communicate with other staff
Gate assignment changes are logged for audit

Driver Workflow

1Bus at lot, ready to load → Set status: 'Loading' (countdown starts)
2Passengers board
3Set status: 'En Route' (arrival countdown starts)
4Arrive at Main building → Set status: 'Drop Off' (unload + return countdown)
5Set status: 'Returning' (countdown back to lot starts)
6Back at lot — cycle repeats

Key Rules

Update status at each transition — drives all countdowns on TV and Member views
Use the Shuttle Capacity Counter to track remaining seats
If delayed (traffic, breakdown), set 'Hold' and use Emergency Button if needed
Emergency Button (red siren) sends an immediate alert to all admins

Admin — Command Center (Continuous Monitoring)

1Monitor Operations tab: stats bar, lot grid, shuttle panel, approvals
2Approval request arrives → Approve or Deny (decision logged, attendant notified)
3Lot approaching full → Redirect traffic via chat; consider opening overflow
4Shuttle delay → Check with driver via chat; adjust expectations on TV
5Emergency alert → Immediate response; contact staff via radio (backup)

4. Communication Protocol

Channel	Use	Who
In-app Team Chat	Routine coordination, status updates	All staff (scoped by role)
Emergency Button	Urgent safety issues, breakdowns	Attendants, Drivers, Gate Leads → Admins
Two-way radios	Backup if Wi-Fi/app goes down	Gate Leads + Admins
Push alerts	Admin broadcasts to all staff	Admin → all roles

Emergency Escalation

1Staff member taps Emergency Button
2Alert appears in Admin command center (red, high priority)
3Admin responds immediately via radio or in-app chat
4If serious: call 911, clear the area, follow church safety protocol

5. Post-Service Wrap-Up (30 Min After)

Admin

Review Bus Audit tab — check shuttle cycle times and anomalies
Review Gate Assignment Log — verify all changes were legitimate
Export F&F registration data (CSV) for follow-up
Mark first-time guests for marketing follow-up
Close the registration window if the event is over
Clear all resolved InAppAlerts
Sync the staff roster if there were changes

Attendants

Do a final car count — verify the number matches reality
Log out of the tablet
Return tablet and QR scanners to the charging station

Gate Leads

Confirm all check-ins are logged
Log out and return equipment
Report any issues to Admin

Drivers

Set bus status to 'Idle' for the final time
Log out and return phone
Report any vehicle issues

Admin — Final

Ensure the TV display is switched off or set to standby
Plug in all devices to charge
File any incident reports if emergencies occurred

6. Role Quick-Reference Card

Role	Login URL	Primary Tab	Key Action
Member	/member	Parking list	View lot availability & shuttle ETA
Attendant	/attendant	Car Counter	Count cars in/out, scan QR passes
Driver	/driver	Status Control	Update bus status at each phase
Gate Lead	/gate	Check-In / Coverage	Scan passes, manage gate assignments
Admin	/admin	Operations	Monitor everything, approve requests
Public/TV	/tv	—	No login — display on lobby TV
Guest	/guest-register/:token	Registration form	No login — register for F&F pass

7. Troubleshooting Quick Guide

Problem	Solution
Wi-Fi goes down at a lot	Attendant switches to phone hotspot; use radio for communication
Tablet battery dies	Swap with backup device; log in with same credentials
QR scanner won't scan	Wipe camera lens; try with better lighting; manually enter pass code
App won't load	Refresh browser; check Wi-Fi; Admin checks backend status
Shuttle breaks down	Driver sets 'Hold' + taps Emergency Button; Admin reroutes traffic
Lot is full	Attendant notifies Admin via chat; Admin redirects to overflow lot
Too many walk-ups	Gate Lead submits approval requests; Admin approves/denies quickly

8. Weekly Checklist (Admin)

Create new F&F registration window for upcoming Sunday
Share registration link with congregation (email + social)
Verify lot capacities and shuttle routes are correct
Upload updated staff roster (if changes)
Test all devices are charged and functional
Confirm Wi-Fi is working at all lots and gates
Review previous week's Bus Audit and Gate Assignment Logs
Follow up with first-time guests from last week
Clear old alerts and close previous registration window