Recovery Community Organization Check-In System

Summary

A check-in system for individuals entering a recovery community organization to collect basic demographic and attendance data via QR code or staff-assisted mobile entry, with data stored in an existing Smartsheet tracker. The goal is to streamline data collection for reporting to sponsors and SOS.

Problem

Currently, there is no standardized or efficient way to collect check-in information from visitors and residents, leading to inconsistent data collection and difficulty in reporting attendance and demographics to sponsors and SOS.

Users affected

Staff, volunteers, visitors, and residents of the recovery community organization who will use or be affected by the check-in process.

Current process

No formal check-in process is in place; data collection is likely manual, inconsistent, or not systematically tracked, relying on ad hoc methods.

Desired process

Individuals check in via QR code using their mobile devices, entering phone number, email, first and last name, attendance count, race, gender, age, and recovery/support status; those unable to use QR code are assisted by staff; all data is automatically logged into the existing Smartsheet titled 'RCO Attendance Tracker'.

Systems involved

Mobile devices (for QR code scanning), QR code system, Smartsheet (specifically 'RCO Attendance Tracker')

Inputs

Phone number, first name, last name, number of times attended, race, gender, age, recovery status (in recovery or in support of recovery)

Outputs

Structured data entries in the Smartsheet 'RCO Attendance Tracker' with each check-in recorded as a new row containing the specified fields

Must-haves

QR code check-in option, staff-assisted fallback for those unable to use QR code, collection of all specified data fields, automatic population into Smartsheet, mobile-friendly interface

Nice-to-haves

Offline capability for poor connectivity, data validation (e.g., phone number format), duplicate check-in prevention, multilingual interface, automated daily summary emails

Risks / Unknowns

Privacy and data security concerns regarding collection of sensitive personal information via mobile devices; unclear how data will be secured, who has access, and compliance with regulations (e.g., HIPAA-adjacent considerations); no details on Smartsheet structure or integration method; expected volume and peak times unknown

Feasibility

Straightforward to moderately complex. The core idea is simple and uses existing tools (Smartsheet, QR codes, mobile devices). However, ensuring secure, private, and reliable data transmission from mobile devices to Smartsheet—especially with fallback staff assistance—requires careful design. Privacy risks must be addressed before implementation.

Recommended next step

Consult with a data privacy officer or compliance lead to assess risks of collecting phone numbers and demographic data via mobile check-in, then define data handling policies before building the system.