Offline Mode

Continue working without internet. Your data is saved locally and syncs automatically when connectivity returns.

How It Works

Cloud Sentrics includes enterprise offline capability. When your internet connection drops, the platform continues to function:

• Automatic detection — The system detects when you go offline and shows a notification
• Local storage — Your actions are saved securely in your browser (IndexedDB)
• Background sync — When connectivity returns, all pending changes sync automatically
• Conflict resolution — If the same record was modified online and offline, the server version takes priority

Supported Workflows (Healthcare)

• Patient Registration
• Triage
• Consultations
• Prescriptions
• Lab Orders & Results
• Front Desk Billing — create charges offline (they appear in the Cashier queue immediately, marked ⚡ Offline)
• Cashier — collect payments offline; a watermarked “Pending Sync” receipt prints immediately and the payment posts automatically on reconnect
• Appointments
• Admissions
• Ward Management
• Vaccinations
• Nursing Care

Supported Workflows (School)

• Student Registration
• Attendance
• Results Entry
• Parent Communications

Not Supported Offline

To protect data accuracy, these actions require an internet connection and are unavailable (or read-only) while offline:

• Reports & analytics that aggregate across all records (dashboards, financial reports, exports).
• User & access management — creating users, changing roles/permissions, MFA setup.
• Sending emails, SMS, invoices, or portal deliveries (these queue only where explicitly supported).
• HMO / insurance authorization lookups that must reach the provider.
• Payments requiring an online gateway (card/online) — record these as the appropriate method once reconnected.
• Opening a stored invoice/receipt you have not viewed before — documents are pinned for offline viewing only after you open them once while online. Documents you’ve opened are available offline (encrypted); others show a “reconnect to view” message. The bill summary of charges is always available offline, and payments you collect offline print a Pending-Sync receipt immediately.

Limitations & Things to Know

• Patient search is limited to the cached roster for your facility. A patient registered on another device after your last sync may not appear offline. Confirm identity by Patient ID and phone before charging, and use + New Patient if they are genuinely not found.
• Facility-scoped: offline search and the Cashier queue show only the branch you are signed in to — never another facility’s patients or charges.
• Charge amounts for offline-created front-desk charges are priced from the fee schedule cached the last time you were online; if fees changed since, the server figure applies after sync.
• Offline actions count against your organization’s daily offline quota (see below).

Best Practices While Offline

• Go online briefly before a known outage (start of day) so the patient roster, fee schedule and pending queue are freshly cached.
• Keep the browser tab open — closing it is safe (data is stored), but staying open lets sync fire the moment connectivity returns.
• After reconnecting, open the Sync Center and confirm Pending reaches zero; retry any Failed items.
• Give patients the offline receipt as proof of payment; an official receipt is available after sync.

Status Indicators

• Yellow bar: You are offline — changes are being saved locally
• Blue notification: Back online — syncing your changes
• Green notification: Sync complete — all changes uploaded successfully

Security & Compliance

Cloud Sentrics protects the data held on your device for offline use:

• Encryption (AES‑256‑GCM). Offline documents (invoices, receipts and other patient files you open) and sensitive identifiers (phone, email, clinical notes) are encrypted at rest in your browser using AES‑256‑GCM authenticated encryption — which also detects any tampering.
• Per‑user, session‑scoped keys. The key that decrypts offline documents is tied to the signed‑in user and held only for the browser session (not persisted long‑term) — it is never shared between different users on the same device.
• Ephemeral documents. Any patient document cached for offline viewing is automatically erased the moment the device reconnects to the internet, and again on sign‑out — so document copies never linger on the device.
• Data minimization. Only documents you actually open are pinned for offline use, up to a small capped limit, with the oldest removed first.
• Access logging. Offline document access and every synchronization action are recorded in the on‑device Sync History / audit trail.
• Administrator control. Offline document availability can be enabled or disabled per facility/plan by your administrator.

Daily Offline Quota

Your organization has a daily offline time allowance based on your plan:

The quota is organization-wide — shared across all staff. Once exhausted, offline writes are blocked until midnight when it resets. You can see remaining quota under Current Plan on your dashboard.

When the quota is reached, a yellow banner appears: “Offline time limit reached — connect to internet to continue.” Previously queued records remain safe and will sync when reconnected.

Sync Center

Click the network indicator (top-right of screen) to open the Sync Center panel:

• Pending — Records saved locally, awaiting upload
• Synced — Successfully uploaded to server
• Failed — Upload attempted but rejected (view error details)

Actions available:

• ↻ Sync Now — Manually trigger sync (useful if auto-sync hasn’t fired)
• ⟳ Retry Failed — Re-attempt all failed records

Auto-retry runs every 30 seconds if pending records remain after a sync attempt.

Sync reconciliation. After each sync the panel shows a summary across every workflow — the total number of records created offline, and how many have synced, are still pending, failed, or are in conflict. A green “✅ All N offline records synced and captured” confirms nothing was missed; if anything remains, it is listed with a plain-language reason and a retry action.

Sync history. Expand 🕑 Sync History in the panel to see a timestamped audit trail of every offline action — created, synced, failed, and conflict events with their workflow and time — so you can independently verify what happened during offline operation.

Offline Data Cache

When offline, the platform serves cached data for read operations:

• Patient list — Up to 30,000 patients cached with search capability
• Staff directory — Full staff list available offline
• Lab tests catalog — Test names and prices for lab ordering
• Recent records — Last 100 consultations, admissions, prescriptions per workflow

Cached data refreshes every 4 hours when online. A ⚡ cached badge appears next to search results served from local storage.

Photo Queue

Patient passport photos taken during offline registration are:

1. Compressed to 800px max dimension (JPEG quality 0.7)
2. Encrypted with AES-256 before storage
3. Stored in IndexedDB until sync
4. Automatically uploaded after the patient record syncs successfully

Maximum photo size after compression: ~500KB. Photos that fail to upload are marked in the Sync Center for manual retry.

Offline Receipts

When collecting payments offline, the system generates a watermarked offline receipt that can be printed immediately. It includes:

• Patient name and amount paid
• Payment method and reference
• A “PENDING SYNC” watermark and yellow dashed border
• A note: “This receipt will be replaced with an official receipt after synchronization.”

Smart Sync (Dependency Ordering)

Records sync in the correct dependency order — not just first-in-first-out:

1. Patient registrations sync first
2. Then consultations, triage, MCH registrations
3. Then billing, lab orders, prescriptions
4. Then nursing notes, admissions

If a consultation references a patient registered offline, the system waits for the patient to sync first, then remaps the temporary ID to the server-assigned ID before syncing the consultation.

Session Recovery

If your login session expires while offline (tokens last 30 minutes), the system automatically:

1. Refreshes your session token when connectivity returns
2. If refresh fails (e.g., offline for days), shows “Session expired — refreshing…” and retries
3. Queued records are never lost — they persist in IndexedDB until successfully synced

Supported Workflows (Workforce Intelligence)

• Staff Clock-In/Out
• Leave Requests & Approvals
• Salary Profile Changes
• Grade Structure Updates
• Payroll Setup
• Status Changes (Lifecycle)
• Bulk Status Changes
• Asset Operations
• Shift Swaps
• Training Assignments
• Settings Changes
• Announcements
• Approvals