Automated Daily Check-In Reports

Overview

The Automated Daily Check-In Report feature sends professional email reports with PDF attachments summarizing gym check-ins from the previous day. Reports are automatically delivered every morning at 6 AM Eastern Time to selected admin and coach users.

What You’ll Get:

• Daily email with PDF attachment
• Check-in statistics (total check-ins, unique users, average distance)
• Detailed check-in list with timestamps and athlete names
• Professional formatting with BPVA branding

Who Can Receive Reports:

• Administrators
• Coaches
• Receptionists
• Any combination of staff members you select

Setting Up Automated Reports

Step 1: Access Report Configuration

1. Open BPVA Calendar app as an admin
2. Open Admin Dashboard (hamburger menu in top-left)
3. Tap Configuration expansion tile
4. Tap “Automated Reporting” option

Step 2: Configure Report Settings

Enable Automated Reporting:

• Toggle “Enable Automated Reports” to ON
• The system is now active and will send reports daily

Select Report Types:

• Currently supports: Daily Check-In Report
• Check the box to enable this report type
• Future: Additional report types may be added

Set Schedule:

• Time: Choose when reports should be sent (default: 6:00 AM)
• Timezone: Select your facility’s timezone (default: America/New_York - Eastern)
• Reports cover check-ins from the previous day

Add Recipients:

1. Tap “Add Recipient”
2. Search for user by name or email
3. Select user from list
4. User appears in recipients list
5. Repeat for each person who should receive reports
6. You can add multiple recipients

Remove Recipients:

• Tap the X next to any recipient’s name to remove them
• Changes take effect immediately

Step 3: Save Configuration

1. Review all settings
2. Tap “Save Configuration”
3. Confirmation message appears
4. First report will be sent at the scheduled time

Step 4: Verify Reports Are Working

Check Email:

• Wait for scheduled report time
• Check email inbox (and spam folder)
• Look for email from BPVA Calendar system
• Open PDF attachment to view report

If Reports Don’t Arrive:

• Verify you’re in the recipients list
• Check spam/junk folder
• Ensure email address in your profile is correct
• Contact system administrator

Understanding the Report

The daily check-in report includes:

Summary Statistics

• Total check-ins for the day
• Number of unique users
• Average distance from gym location

Detailed Check-In List

For each check-in:

• Time of check-in
• User name
• User email
• Distance from gym (in meters)

PDF Format

• Professional layout with BPVA branding
• Tabular format for easy reading
• Timestamp of report generation
• Organized by check-in time

Schedule

The report function runs automatically:

• Time: 6:00 AM Eastern Time (configurable in the app UI)
• Frequency: Daily
• Report Date: Previous day’s check-ins
• Cloud Function: scheduledDailyCheckInReport

Testing

Managing Reports

Changing Schedule:

1. Go back to Automated Reporting configuration
2. Adjust time or timezone
3. Save configuration
4. New schedule takes effect immediately

Adding/Removing Recipients:

• Changes take effect for the next scheduled report
• No need to restart or redeploy anything
• Recipients receive reports until removed from list

Temporarily Disabling Reports:

1. Toggle “Enable Automated Reports” to OFF
2. Save configuration
3. No reports will be sent
4. Turn back ON when ready to resume

Troubleshooting

Reports Not Being Received:

• Check spam/junk email folder
• Verify recipient email address is correct in user profile
• Ensure you’re in the recipients list
• Check that automated reporting is enabled
• Verify scheduled time hasn’t passed today
• Contact system administrator if issue persists

PDF Won’t Open:

• Try different PDF reader (Adobe Acrobat, Preview, browser)
• Download attachment rather than opening in email
• Check file isn’t corrupted (re-send if needed)
• Ensure device has PDF reader installed

Empty or Missing Data:

• Report covers PREVIOUS day’s check-ins, not current day
• If no check-ins yesterday, report will show zero
• Check that gym check-in feature is working correctly
• Verify athletes are actually checking in

Wrong Timezone:

• Update timezone in report configuration
• Report times will adjust to new timezone
• Check-in timestamps in report match gym’s timezone

Best Practices

Recipients:

• Include all coaches who need daily attendance info
• Add facility manager for oversight
• Include receptionist if they handle attendance
• Limit to staff who actually need the data

Schedule:

• 6 AM is good for morning review before practice
• Adjust if you have early morning sessions
• Consider staff work schedules
• Keep timezone updated if facility moves

Using Report Data:

• Review daily to spot attendance trends
• Follow up with athletes who haven’t checked in
• Use stats for membership engagement
• Archive reports for historical records
• Compare week-to-week for growth tracking

Privacy Considerations

What’s Included:

• Check-in times and dates
• Athlete names and emails
• Distance from gym (to verify location)
• Aggregate statistics

What’s NOT Included:

• Exact athlete GPS locations
• Personal medical information
• Payment information
• Private athlete notes

Data Security:

• Reports sent via secure email
• PDF files not publicly accessible
• Only designated recipients receive reports
• Athlete data handled per privacy policy

# Using Firebase CLI
firebase functions:shell

# Then in the shell:
sendDailyCheckInReport()

Or call it from the Firebase Console:

1. Go to Firebase Console → Functions
2. Find sendDailyCheckInReport
3. Click “Test function”

Check Logs

View Cloud Function logs:

firebase functions:log --only scheduledDailyCheckInReport,sendDailyCheckInReport

Troubleshooting

No Emails Being Sent

1. Check Configuration: Verify SMTP credentials in .env file

   cd fcm_listener_function
   cat .env  # Verify credentials are set correctly
   

2. Check if .env is deployed: The .env file must be present when deploying
   • Ensure .env exists in fcm_listener_function/ directory
   • Redeploy if you just created/updated the .env file

3. Check if Enabled: Ensure automated reporting is enabled in the app

4. Check Recipients: Verify recipients are configured

5. Check Logs: Look for errors in Cloud Function logs

   firebase functions:log --only scheduledDailyCheckInReport
   

Gmail “Less Secure App” Error

If using Gmail and seeing authentication errors:

• Make sure you’re using an App Password (not your regular password)
• Enable 2-Step Verification first
• Generate a new App Password specifically for this function

No Check-Ins in Report

• The report only includes check-ins from the previous day
• Verify check-ins exist in the gym_checkins Firestore collection
• Check that the date range is correct

PDF Generation Fails

Check Cloud Function logs for specific PDF generation errors. Common issues:

• Insufficient memory (may need to upgrade Cloud Function tier)
• Large number of check-ins (may need pagination)

Architecture

Flutter App Components

• automated_reporting_screen.dart: Admin UI for configuring reports
• report_configuration_service.dart: Service for managing Firestore configuration
• Firestore Collection: app_settings/automated_reporting

Cloud Function Components

• daily_checkin_report.ts: Core report generation logic
• scheduledDailyCheckInReport: Scheduled function that runs daily
• sendDailyCheckInReport: Callable function for manual triggers

Data Flow

1. Admin configures settings in Flutter app
2. Settings saved to Firestore app_settings/automated_reporting
3. Cloud Function runs on schedule (6 AM daily)
4. Function reads configuration from Firestore
5. Queries gym_checkins collection for previous day
6. Generates PDF report with statistics
7. Sends email with PDF attachment to configured recipients
8. Updates lastSent timestamp in Firestore

Cost Considerations

Cloud Functions

• Scheduled invocation: ~30 times/month (daily)
• Execution time: ~5-10 seconds per report
• Memory: 256 MB (default) should be sufficient for most use cases

Email Sending

• Free tier: Most SMTP providers offer free tiers for low volume
• Gmail: Free for reasonable volume (hundreds per day)
• SendGrid: Free tier includes 100 emails/day

Storage

• PDF generation is in-memory (not stored in Cloud Storage)
• No additional storage costs

Future Enhancements

Potential improvements for future versions:

1. Multiple Report Types: Weekly summaries, monthly analytics
2. Custom Report Scheduling: Allow different schedules for different reports
3. Report Customization: Let admins choose which metrics to include
4. Historical Reports: Archive past reports in Cloud Storage
5. Dashboard Analytics: Visual analytics in the app
6. Export Options: CSV, Excel formats in addition to PDF
7. Conditional Reporting: Only send if there are check-ins
8. Report Preview: Preview report before scheduling

Support

For issues or questions:

1. Check Cloud Function logs first
2. Verify all configuration steps are complete
3. Test with manual trigger before relying on schedule
4. Review Firestore security rules for access issues