📌 1. System Overview

RELINK is a web-based Lost and Found Management System developed for Cauayan City Hall to improve the traditional process of handling lost and found items.

The system provides a centralized platform where users can report lost or found items online. It integrates intelligent matching, image upload support, SMS notification, real-time analytics, and demographic insights to improve item recovery and management efficiency.

The project aims to reduce manual work, improve transparency, and increase the possibility of returning lost items to their rightful owners.

🎯 2. Project Objectives
General Objective

To develop a web-based Lost and Found Management System that enhances the efficiency, organization, and accessibility of lost item management in Cauayan City Hall.

Specific Objectives
To allow users to report lost and found items online
To provide image upload support for item identification
To automatically match lost and found records
To notify users through SMS when a possible match is detected
To monitor system activities through real-time analytics
To analyze user demographics and participation
To identify locations where items are frequently lost or found
To provide administrators with complete system management tools
📌 3. Scope and Limitations
Scope

The study focuses on developing a web-based lost and found management system for Cauayan City Hall. The system includes:

Lost and found item reporting
Image upload functionality
Intelligent matching system
SMS notification
Real-time analytics dashboard
User demographic analysis
Location tracking and insights
Role-based access control for admin and users
Limitations
Requires internet connection for access
SMS notification depends on third-party SMS API services
Matching accuracy depends on the quality of user input
The system is limited only to Cauayan City Hall operations
Image recognition is not AI-powered in the current version
⚙️ 4. Key Features
📦 4.1 Lost and Found Reporting

Users can submit detailed reports about lost or found items.

Report Information Includes:
Item Name
Description
Category
Date Lost or Found
Location Lost or Found
Contact Information
Uploaded Image
🖼️ 4.2 Image Upload Support

Users may upload images of items for easier identification and verification.

Supported Formats:
JPG
JPEG
PNG
Benefits:
Improves matching accuracy
Reduces false ownership claims
Assists admin verification
🤖 4.3 Intelligent Matching System

The system automatically compares:

Item name
Description
Category
Location
Uploaded image reference

Possible matches are suggested to the admin for verification.

📩 4.4 Intelligent SMS Notification

When a possible match is detected:

The system automatically sends SMS notifications
Users receive alerts regarding their reported items
📊 4.5 Real-Time Analytics

The system provides live statistics such as:

Total lost items
Total found items
Total returned items
Most common item categories
Monthly trends
👥 4.6 User Demographic Insights

The system records demographic information such as:

Male users
Female users

Analytics can display:

Number of males who returned items
Number of females who returned items
📍 4.7 Location Insights

Tracks locations where items are frequently:

Lost
Found

This helps identify common hotspots inside City Hall.

👨‍💼 5. User Roles and Access Control
🔑 5.1 Admin Role

The administrator has complete control over the system.

Admin Permissions:
Manage all users
Add/Edit/Delete reports
Verify matches
Manage SMS notifications
Access analytics dashboard
View demographic reports
Configure system settings
Manage item categories
👤 5.2 User Role

Regular users have limited system access.

User Permissions:
Submit lost item reports
Submit found item reports
Upload item images
View report status
Receive SMS notifications
Search reported items
User Restrictions:
Cannot access admin dashboard
Cannot modify system settings
Cannot manage other users
Cannot approve item matches
🏗️ 6. System Architecture
Frontend Technologies
HTML
CSS
JavaScript
Backend Technologies
PHP
Database
MySQL
Development Environment
Laragon
SQLyog
🔄 7. System Workflow
User Reports Item
        ↓
System Stores Data
        ↓
Matching Algorithm Runs
        ↓
Possible Match Detected
        ↓
SMS Notification Sent
        ↓
Admin Verification
        ↓
Item Returned
        ↓
Analytics Updated
📋 8. Functional Requirements
User Functions
Register account
Login account
Submit reports
Upload images
Search items
Receive SMS alerts
Admin Functions
Manage users
Manage reports
Verify matches
Generate reports
View analytics
Manage notifications
⚡ 9. Non-Functional Requirements
Performance
Fast loading dashboard
Real-time updates
Security
Password encryption
Input validation
Role-based authentication
Reliability
Secure database storage
Backup support
Usability
User-friendly interface
Responsive design
🗃️ 10. Database Design
Users Table
users
- id
- name
- email
- password
- gender
- role
- created_at
Lost Items Table
lost_items
- id
- user_id
- item_name
- description
- category
- location
- date_lost
- image_path
- status
- created_at
Found Items Table
found_items
- id
- user_id
- item_name
- description
- category
- location
- date_found
- image_path
- status
- created_at
Matches Table
matches
- id
- lost_item_id
- found_item_id
- match_status
- created_at
Notifications Table
notifications
- id
- user_id
- message
- notification_type
- status
- created_at
🖥️ 11. Admin Dashboard
Dashboard Modules
Dashboard
│
├── Users
├── Lost Items
├── Found Items
├── Matches
├── Notifications
├── Analytics
├── Locations
└── Settings
Dashboard Features
System overview
Analytics charts
User management
Item monitoring
SMS monitoring
👤 12. User Dashboard
User Features
Report items
Upload images
Track item status
View notifications
Search records
🤖 13. Intelligent Matching Process

The matching system compares:

Item names
Descriptions
Categories
Locations
Uploaded images

Matches are forwarded to the admin for approval.

📩 14. SMS Notification Module

The system sends SMS notifications when:

A possible match is detected
An item is approved for claiming
SMS Features
Automatic notifications
Notification logs
SMS status tracking
📊 15. Real-Time Analytics

The system provides:

Daily reports
Monthly reports
Yearly reports
Analytics Examples
Most lost items
Most returned items
User participation rate
👥 16. User Demographic Insights

Tracks:

Male users
Female users

Displays:

Return participation statistics
Reporting statistics
📍 17. Location Insights

Tracks:

Common loss areas
Common found locations

Examples:

Lobby
Parking area
Office sections
🔐 18. Security Features
User authentication
Role-based authorization
Password hashing
Input validation
Secure file upload
🚀 19. Technologies Used
Technology	Purpose
HTML	Structure
CSS	Styling
JavaScript	Frontend interaction
PHP	Backend
MySQL	Database
Laragon	Local server