User Guide & Workflow

📌 System Architecture Overview

The Church Shop application is an offline-first POS system designed around SQLite local databases on devices, paired with role-scoped cloud synchronization to Google Cloud / Firebase.

Without requiring complex custom servers, the app enforces strict Role-Based Access Control (RBAC) based on verified Google email addresses stored directly inside your church's encrypted document structure.

🔄 Lifecycle Workflow Graphics

The workflow diagram below outlines the operation sequence for each role in the church shop lifecycle:

Stage 1 • Administrator Setup

Church Organization & Volunteer Configuration

The primary administrator bootstraps the church shop instance and configures volunteer credentials.

Google Sign-In

Authenticate with main primary church Google account. First sign-in automatically bootstraps Admin privileges.

Navigate to Settings > Access Controls. Add volunteer Gmail addresses and assign roles (Seller or Entry Admin).

Publish & Sync

Tap Sync Now to upload roles mapping and church settings securely to Cloud storage.

Stage 2.5 • Entry Admin Inventory Workflow

Batch Stock Management & Autocomplete

Entry Admins add or update stock items offline in batches without per-item network delays.

Stock & Catalog Screen

Entry Admin opens Stock tab. Taps Add Product or selects existing item to update.

Smart Autocomplete

Typing terms (e.g. "Marble Rosary") searches all variants. Selecting an item pre-fills details to prevent double entries.

Offline SQLite Save

Product saves locally to SQLite instantly. SnackBar confirms local save and prompts to sync when finished.

Red Warning & Batch Sync

Unsynced catalog changes activate a Red Warning Sync Button on header. Tapping Sync Catalog performs single batch cloud upload.

Stage 3 • Daily Sales Operations

Seller Shift Checkout & Payment Processing

Volunteer sellers operate active sales sessions during weekend Mass times or parish events.

Start Sales Session

Seller enters name and selects Mass/Event time (e.g. 10:00 Mass). Startup automatically syncs latest cloud stock.

Build Cart & Checkout

Seller taps catalog items. Floating bottom bar displays total. Press Record Sale to open payment selector.

Cash or SumUp Payment

Choose Cash (instant local ledger) or SumUp Card Reader (contactless / chip & PIN with TxRef verification).

End Session & Auto-Focus

Tap Close Session. App syncs sales data to Cloud and automatically animates view to Historical Sessions with a green Synced badge.

📜 Detailed Operations Manual

1. Administrator Role

Full permissions across catalog management, volunteer role assignments, shift sales ledgers, and financial reports.
Manages general shop settings, shop currency symbol, and custom hero header banners.

2. Entry Admin Role

Specialized inventory management role for stock volunteers.
Allows viewing, adding, editing, and deleting catalog products locally.
Triggers role-scoped catalog cloud syncs (`products` collection). Access to financial reports or settings is restricted.

3. Seller Role

Designed for shift volunteers operating the checkout register.
Opens/closes shift sessions, records sales, supports Cash and contactless SumUp payments.
Cannot modify catalog details or access administrative settings.

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User Guide & Operations Workflow