Clubhouse Registry — user guide

The digital replacement for the entry book at the clubhouse desk. It records who is inside which facility right now. Everything stays on the tablet — nothing is uploaded.

For the guard

Unlocking

Tap your 4-digit operator PIN. The register locks itself again after a few minutes of no use, and you can lock it yourself with the ⏻ button in the corner.

Checking someone in

Tap the facility they are using — gym, pool, court, hall.
Enter the flat number. Three ways, use whichever is fastest:
- Tap a suggestion. Flats used before appear as buttons under the box and narrow down as you type. After the first week this is usually one tap.
- Keypad and block button. Tap 005, then tap 7B, and you get 7B-005.
- Type it on the tablet keyboard for anything unusual.
Tap the number of guests they brought. Tap 0 if none.
Tap Check in.

Use the suggestion buttons where you can. They keep the same flat from being written three different ways, which is what makes the monthly report trustworthy.

The box above the button shows exactly what will be recorded before you commit. If the facility is already at capacity it warns you, but it still lets you check them in — that call is yours, not the app's. Clear wipes the entry and starts over.

Checking someone out

Tap Inside at the bottom. Everyone currently in the clubhouse is listed with their flat, facility, entry time and how long they have been in. Tap Check out on their card and confirm.

Cards turn amber when someone has been inside an unusually long time — usually a sign they left without telling you.

Reading the Inside screen

The badge on the Inside tab is how many entries are open right now.
The bars across the top show how full each facility is. They turn amber near capacity and red over it.
The round buttons filter the list to one facility.

For the committee

The day sheet

Day sheet shows one day at a time — the digital version of a page from the book.

‹ and › move a day at a time; Today jumps back to the current date.
The date box picks any day directly.
The strip along the top gives visits, total people, guests, average stay and the busiest facility.
Print produces a clean sheet headed with your clubhouse name and the date.
Export CSV saves the day for a spreadsheet.

What the entries mean
You see	It means
inside	Still in the clubhouse — never checked out.
auto	The app closed the entry itself because nobody checked them out. The exit time is an estimate, not an observation.
Guests / Total	Guests brought, and the whole party including the resident.

A visit is filed under the day it started. Someone who enters at 23:40 and leaves at 00:20 appears on the first day's sheet — exactly as the paper book would have recorded it.

Settings

Behind the admin PIN. Only committee members should have it.

Facilities

Control	What it does
Name	Rename any time — past reports follow the rename automatically.
Capacity	Optional. Drives the occupancy bars and the over-capacity warning.
Active / Archived	Archived facilities disappear from check-in but stay readable in old reports. Use this for seasonal closures.
Delete	Only allowed if the facility has no history. Otherwise archive it.

Register options

Option	Default	Notes
Clubhouse name	Clubhouse	Header, lock screen, printed sheets and export filenames.
Blocks or towers	A, B, C, D	One-tap prefixes on check-in. Comma separated, e.g. `7A, 7B, 8A`. Leave empty to hide the row.
Record resident name	Off	Leave off unless the committee truly needs it. The flat number is usually enough, and collecting less is safer.
Keep records for	90 days	Anything older is deleted automatically when the app starts.
Auto close visits after	6 hours	Catches entries the guard forgot to close. Tagged auto in reports.
Lock screen after	5 min idle	Set to 0 to disable.

The two PINs

Operator PIN — the guard uses this to unlock the register.
Admin PIN — opens Settings, exports and deletion. Committee only.

There is no PIN recovery. If both PINs are lost the records cannot be reached or exported, and the app has to be erased and set up again. Keep the admin PIN in the committee's records, not only in one person's head.

Backup

The tablet is the only copy. Take a backup monthly.

Saving one

Settings → Save full backup writes one file containing everything the register knows: your clubhouse name, options, facilities, every visit and every correction. Keep it somewhere the committee controls.

Restoring one

Settings → Restore from backup puts it all back — on a replacement tablet, after a factory reset, or if the register is wiped by accident. It tells you what the file holds before it does anything, and asks you to confirm.

Restoring replaces everything currently on the device. It does not merge. If the tablet has entries newer than the backup, save a fresh backup first.

Backup files never contain PINs, and restoring does not change the PINs on the device you restore onto. Set the PINs first on a new tablet, then restore.

The other exports

Export	Contains	Use it for
Full backup	Everything except PINs	Restoring the register. This is the one that matters
All visits (CSV)	Every visit, all dates	Spreadsheets and audits. Cannot be restored
Settings (JSON)	Name, facilities and options — no visits	Giving a second tablet the same setup without copying records

Files land in the tablet's Downloads folder and are named after your clubhouse. They contain flat numbers, so treat them as confidential — don't forward the CSV to a group chat.

Privacy

Records live only in this tablet's storage. Nothing is sent anywhere, and the app works with the Wi-Fi off.
Guest names and phone numbers are never collected — only a count.
Resident names are off by default.
Old records delete themselves on the retention schedule.
Names, when recorded, are stored separately from the visit log, so deleting a person's name does not damage the register.

Under India's DPDP Act the society is the data fiduciary — it decides why the register exists. Put a short printed notice at the desk saying what is recorded, why, how long it is kept and who to contact. Residents can ask for their own entries to be corrected or deleted.

The PIN stops a passer-by picking up the tablet and scrolling the log. It is not protection against someone determined who has the device in their hands.

If something goes wrong

Someone is still shown as inside from yesterday: They left without checking out. The app closes it automatically after the auto-close period and tags it auto. If it happens often, lower the auto-close hours.
The app looks out of date after an update: Close it and open it again. If it persists, open the site in the browser rather than the installed app, refresh, then reopen the app.
"Storage unavailable" when it starts: The browser is in private/incognito mode, which blocks local storage. Open it in a normal window.
The register is empty on a second tablet: Expected — each device keeps its own records. Use one tablet as the register. To move to a replacement tablet, save a full backup on the old one and restore it on the new one.
A resident says their entry is wrong: Correct it from the day sheet, or delete it. Corrections are recorded rather than overwriting history, so the register stays honest.
Something else: Email contact@sarvkit.com. Include what you tapped and what happened. Please don't attach exported files — they contain flat numbers.