🏠 Overview › 👥 User Roles ›📖 Receive Real-Time Duplicate Activity Warning Durin...

Receive Real-Time Duplicate Activity Warning During Registration

When a coordinator submits an activity registration — either for themselves or on behalf of a peer mentor — the system should run a duplicate check before final submission. If a matching activity is found (same participant, overlapping date/time, same activity type), a warning bottom sheet or dialog must appear showing the conflicting record side-by-side. The coordinator can then choose to proceed, cancel, or mark the submission as intentionally distinct with a reason.

HIGH story-duplicate-activity-detection-organization-admin-001 8 pts
8
Story Points
High
Priority
Duplicate Activity Detection
Feature

User Story

As a Organization Administrator
I want to be warned immediately when I attempt to register an activity that appears to duplicate one already registered by another coordinator or peer mentor
So that I can avoid submitting redundant records that would inflate Bufdir reporting figures and create administrative cleanup work

Acceptance Criteria

  • Given a coordinator submits an activity registration, When the system detects a record with the same participant and overlapping date/time window and same activity type, Then a duplicate-warning-bottom-sheet appears before the record is saved
  • Given the warning dialog is shown, When the coordinator views it, Then both the new activity and the conflicting existing activity are displayed side by side in a duplicate-comparison-panel with date, time, type, and registrant
  • Given the warning dialog is shown, When the coordinator selects 'Cancel', Then no record is saved and the wizard returns to the previous step
  • Given the warning dialog is shown, When the coordinator selects 'Submit Anyway', Then the activity is saved with a duplicate-reviewed flag set to true
  • Given a duplicate-reviewed flag is set, When the record appears in statistics or Bufdir exports, Then it is included only once unless the coordinator explicitly marked it as a distinct event

Business Value

Duplicate registrations directly corrupt Bufdir reporting, which is used to allocate public funding. A single false duplicate can cause an organization to over-report participant counts, risking compliance issues and potential clawback of grants. By surfacing conflicts at submission time rather than during quarterly audit cleanup, coordinators resolve ambiguity in seconds instead of hours, and the integrity of the organization's funding application is protected.

Components

Duplicate Activity Detection
Related Feature
Organization Administrator
User Role