The Lost & Found module provides a powerful and user-friendly database designed to streamline the management of all lost or found items during a convention. This centralised system ensures that every reported item is logged, tracked, and retrievable, minimising the chances of miscommunication or oversight.

With the introduction of API V2.0, accessing this data has become possible for external platforms, allowing the data to be displayed on various digital channels, such as the convention's official website, dedicated mobile apps, or even third-party services like a Telegram bot. This level of integration ensures that attendees can quickly and easily check the status of their lost or found items in real-time, no matter where they are.

Other than most, the Lost & Found module is its year-round accessible, as the data is not being reset or archived after an event concludes. This supports attendees who may realise they’ve lost something well after the event has wrapped up, if properly integrated on the convention's official website via the API 2.0.

Status

The status of an Lost & Found item can be set to either:

The respective option fields can be set to only show items of a certain status in the Lost & Found list.

show lost: as a part of the standard view, all items in Status L - Lost are shown if this field is checked show found: as a part of the standard view, all items in Status F - Found are shown if this field is checked show returned: items in Status R - Returned are already returned to their respective owner and will not be shown in the standard view unless this option is selected The options can be freely combined to narrow the search for items.

Adding an Item

An Item can be added to the Lost & Found Database by clicking the button Add Item in the upper right corner of the screen. When adding items to the Lost & Found Database, some standards should be considered:

		Personally Identifiable Information (PII) shall never be given in the Lost & Found Item Title or Description! The Lost & Found Item Title is public, might appear on the convention's webpage or in their APP and should be short an concise. Most of the time only a single or two words should be enough in this field. Refrain from descriptive verbs here. Examples for the item title are: “Artwork”, “Artwork Badge”, “Attendee Badge”, “Bag”, “Bandana”, “Cap”, “Collar”, “Fursuit Badge”, “Fursuit Part”, “Fursuit Prop”, “Glasses”, “Gloves”, “Hat”, “Hoodie”, “Jacket”, “Jewellery”, “Key”, “Mask”, “Plush”, “Robe”, “Scarf”, “Shirt”, “Shoes”, “T-Shirt”, “Wristband Weight”, ... Personally Identifiable Information (PII) shall never be used in this field. In the select box right below the Lost & Found Item Title, the current status of the Lost & Found Item (i.e. "Found / Handed in" or "Reported Lost") can be selected. The Lost & Found Item Description should be used to give the basic parameters of the respective Lost & Found item. This should be a short description of the item, not repeating the Lost & Found Item Title. The item's colour, the location where it was found or lost, a visible name or similar (e.g. black / rainbow, "GEEKVAPE", found at Open Stage) are appropriate here. Unnecessary filling words should be avoided here to make it more easy to search for items and to display the information on the convention's webpage or in their APP. Personally Identifiable Information (PII) shall never be used in this field. The Log Comment is the only field which can include PII since it does not appear on the convention's webpage or in their APP but rather only in the log of the item. Contact information for the item can safely be entered here. The Timestamp will be autofilled with the current date and time if empty, so it does not necessarily have to be filled for found items, but the rough time of the finding or loss can be entered here. The new item can finally be added with the "Save" button.
Add Item Dialogue	Add Item Dialogue (filled)

Lost & Found Database List

The added item will be shown in the Lost & Found Database list immediately.

Adding an Image to the Item

The easiest way to add an image to an item is by use of L.A.S.S.I.E. Bot. Alternatively it can be uploaded in the Edit Lost & Found Item dialogue box directly from the computer.

		Do not upload photos with visible Personally Identifiable Information (PII)! Do not upload photos of attendee badges, ID cards or bank cards! Any image should not show too many details, e.g. no serial numbers or alike to make a positive identification by the owner possible, even if the image itself is published on the convention's official website! An image can easily be added directly in L.A.S.S.I.E. Bot, sending it to the bot with a caption "L" and the Item ID (e.g. "L1920"). The Image will then be added to the Lost & Found Database.  Images will always be turned to landscape format (counter clockwise) by L.A.S.S.I.E. Bot and the upload function! An image can be deleted by clicking the trash bin button next to the upload button in the Edit Lost & Found Item dialogue box.
Image taken via smartphone and ready to be sent to L.A.S.S.I.E. Bot via telegram with the caption “L1920”	Result of sending the image to L.A.S.S.I.E. Bot

Searching for Items

The added image will be shown in the Lost & Found Database list automatically after a reload period of max. 15 seconds.

The Search box in the Lost & Found Database is designed to perform a search across the Lost & Found information currently displayed in the Lost & Found Database list. It does not limit itself to the visible details displayed in the Lost & Found Database list but also extends its search functionality to the logs of all entries displayed. 

However, this search capability may lead to unexpected results in certain cases. For example, a search for a short and simple term like "ID" might not (only) return the exact entry you were anticipating. Instead, it could generate a broader set of results, including any log entries where the term "ID" has been mentioned. This could include items that were not directly associated with the visible information you were targeting in the Lost & Found Database list.

Editing Items & Item Log

The Lost & Found Item Log serves as a secure and organised tool to document observations, updates, or other relevant details about each item as they arise over time. All entries in the Item Log are treated as confidential, accessible only to authorised personnel. This ensures privacy, particularly when sensitive details about items or their potential owners are involved. Additionally, the log entries are fully searchable through the Search box, making it easy to retrieve specific information when needed. 

For optimal clarity and usability, it is advisable to write short and concise log entries. Keeping entries focused, without filling words, and to the point not only saves time but also ensures that the information is easily understandable by others who may need to reference it later.

Edit Item Dialogue	Edit Item Dialogue before saving with log entry written	Edit Item Dialogue after saving a log entry

Return of Items

When an item is either returned to its rightful owner or discarded for any reason deemed appropriate by the client (the convention organisers), the item's status should be updated to R - Returned to Owner. 

To save an item in this status, it is mandatory to add a Log comment detailing the circumstances of the return or disposal. Ideally, this comment should include specific information, such as the name or identifying details of the person the item was returned to, or a brief explanation of what was done with the item if it was discarded. Providing clear and thorough documentation in the Log at this point is a critical safeguard as well-documented entries can be invaluable in situations where questions or disputes arise. For instance, if an item is mistakenly handed to the wrong person, having a detailed log entry makes it much easier to trace what occurred and take corrective action if needed. A reliable audit trail can greatly assist in resolving potential issues.

Edit Item Dialogue before saving with log entry written and item selected as returned	Edit Item Dialogue after saving