Lost & Found Database

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 a single word (e.g. "Bandana", "Backpack", "Vape", "Key", "Keychain" or "Attendee Badge") should be enough in this field. Refrain from descriptive verbs here. 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.

Item List

The added item will be shown in the Lost & Found Database 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 dialog 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! 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 dialog box.

Item List

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

The search field in the Lost & Found Database does a search as well in the information displayed in the list as in the logs of all entries. Thus a search for “ID” might not (only) bear the results you expect.

Editing Items and Item Log

The Lost & Found Item Log is useful for keeping information about the item that come up at a later time. All entries in the Log are confidential and searchable in the Search box. It is more prudent to write short and concise Log entries.

The Lost & Found Item Log serves as a tool for maintaining detailed records of additional information that comes up at a later date. This log provides a secure and organised way to document observations, updates, or other relevant details about each item as they arise over time. By centralizing this information, the system ensures that nothing important is overlooked during the process of managing lost or found items.

All entries in the Item Log are treated as strictly confidential, accessible only to authorized personnel. This ensures privacy and discretion, 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. Whether tracking an item’s journey through the system or revisiting past notes, this search functionality significantly enhances efficiency.

For optimal clarity and usability, it is advisable to write short and concise log entries. Keeping entries focused 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. Well-written log entries reduce the likelihood of confusion or misinterpretation, fostering smoother coordination among team members and more effective handling of lost or found items.

In summary, the Lost & Found Item Log is an essential feature for maintaining accurate and organized records, supporting the ongoing management of items in a secure and accessible manner.