Hospitality / Meals Station
Setup guide for the volunteer meals check-in station using the meals tracking system.
System Overview
| Interface | URL | Purpose | Users |
|---|
| Scan Station | meals.hamcation.com | Badge scanning for meal check-in | Hospitality volunteers |
| Chair Portal | meals.hamcation.com/chairs | Approve volunteers for meals | Committee chairs |
Prerequisites: All users must have a @hamcation.com email account. See Chair Access Guide.
What You’ll Need
Equipment
| Item | Qty | Notes |
|---|
| Samsung Galaxy Tab A7 Lite | 1 | Built-in cover with kickstand |
| USB Presentation Barcode Scanner | 1 | Hands-free scanning |
Materials / Consumables
| Item | Qty | Notes |
|---|
| USB-C cable + power adapter | 1 | Keep tablet charged |
| Extension cord | 1 | If needed for location |
Setup
- Connect tablet to power
- Connect to WiFi
- Connect barcode scanner via USB-C
- Open Chrome, navigate to meals.hamcation.com
- Log in with authorized credentials
- Test scan a badge barcode
Meal Planning Stats
The main dashboard page displays a Headcount table showing meal planning statistics:
| Column | Description |
|---|
| Day | Each event day (Feb 10–15) |
| Approved | Volunteers approved for meals that day |
| Pending | Volunteers awaiting chair approval |
| Denied | Volunteers denied meal access |
- The current day is highlighted with a background color and arrow indicator
- An average pending count across all days is shown below the table
- Stats auto-refresh along with other dashboard data
This helps hospitality chairs estimate daily meal counts and identify days with many pending approvals.
Chair Portal
Committee chairs approve their volunteers for meal eligibility:
- Go to meals.hamcation.com
- Log in with your
@hamcation.com email
- Navigate to Chair Portal
- Approve volunteers and set eligible days (Fri/Sat/Sun)
- Changes take effect immediately
Troubleshooting
| Problem | Solution |
|---|
| Scanner not reading | Check USB connection, adjust badge angle |
| App doesn’t respond | Tap input field to focus, check WiFi |
| Badge not found | Direct volunteer to registration |
| Can’t log in (chair) | Verify @hamcation.com email is correct |