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Event Management

This guide covers System Admin functions for creating and managing events in Conducky.

Overview​

System Admins can create new events and manage them at a system level. This includes event creation, generating admin invites, and overseeing event access and status.

Important: System Admins have separate permissions from event-level roles. To access event data (reports, users, etc.), System Admins must be explicitly assigned an event role by an event admin.

Creating Events​

The event creation workflow has been streamlined for better user experience:

New Simplified Workflow​

  1. System Admin creates basic event (name, slug, description only)
  2. Event is created as inactive (isActive: false) until fully configured
  3. System Admin generates admin invite link for the event organizer
  4. Event organizer accepts invite and becomes event admin
  5. Event admin completes detailed setup (contact info, dates, CoC, etc.)
  6. Event becomes active once fully configured

Via the UI​

  1. Log in as a System Admin
  2. Navigate to System Admin → Events Management in the sidebar
  3. Click "Create Event" or go to /admin/events/new
  4. Fill in the basic event details:
    • Name: Display name for the event
    • Slug: URL-safe identifier (lowercase, letters, numbers, hyphens only)
    • Description: Brief description of the event
  5. Click "Create Event"

The event will be created in an inactive state, ready for admin assignment.

Via the API​

Use the POST /api/admin/events endpoint with:

{
  "name": "My Conference 2024",
  "slug": "my-conference-2024",
  "description": "Annual technology conference"
}

Requirements:

  • Must be authenticated as a System Admin
  • Slug must be unique across the system
  • Slug must be URL-safe (lowercase, alphanumeric, hyphens only)

Managing Events​

Listing All Events​

System Admins can view all events in the system:

  • UI: Navigate to System Admin → Events Management (/admin/events)
  • API: GET /api/admin/events returns all events (System Admin only)

Event Details and Settings​

From the events list, System Admins can:

  • View event details: Click on any event to see full information
  • Manage invites: Create and manage admin invite links
  • View basic stats: See user counts and activity summaries

Event Access Restrictions​

System Admins can access event management interfaces, but they cannot access event data (reports, detailed user information, etc.) unless they are explicitly assigned an event role.

To access event data:

  1. Have an event admin assign you a role in the event
  2. Use the standard event interface (/events/[slug]/)

Admin Invite Management​

Generating Admin Invites​

After creating an event:

  1. Go to System Admin → Events Management (/admin/events)
  2. Click on the event you want to manage
  3. Navigate to the Settings tab
  4. In the Invite Management section:
    • Click "Create Admin Invite"
    • Optionally add a note (email address recommended)
    • Copy the generated invite link
  5. Send the invite link to your designated event organizer

Managing Existing Invites​

System Admins can:

  • View all invites: See all admin invite links for an event
  • Disable invites: Mark invite links as inactive
  • Track usage: See which invites have been used and when

API Endpoints​

The following endpoints are available for System Admin event management:

Event Management​

  • POST /api/admin/events - Create new event
  • GET /api/admin/events - List all events
  • GET /api/admin/events/:eventId - Get specific event details

Invite Management​

  • GET /api/admin/events/:eventId/invites - List invites for an event
  • POST /api/admin/events/:eventId/invites - Create new admin invite
  • PATCH /api/admin/events/:eventId/invites/:inviteId - Update invite (disable/enable)

All admin endpoints require System Admin authentication and return appropriate error responses for unauthorized access.

Organizations and Events​

Organization-Based Events​

Events can be created within organizations for better structure:

  1. Organization Admin creates event within their organization
  2. Event inherits organization context and admin automatically gets event admin role
  3. Event Admin configures detailed settings
  4. Event becomes active once fully configured

Direct System Admin Creation​

  1. System Admin creates minimal event with basic information
  2. Event is created as inactive until fully configured
  3. System Admin assigns Event Admin role to designated event organizer
  4. Event Admin completes setup and activates the event

Troubleshooting​

Common Issues​

  • Cannot see system admin navigation: Verify System Admin role assignment
  • Cannot create events: Check System Admin permissions and database connectivity
  • Event not accessible: Ensure event is active and you have proper roles
  • Invite links not working: Check that invites haven't expired or been disabled

Event Status Issues​

If events aren't working properly:

  1. Check event status: Ensure event is active (isActive: true)
  2. Verify permissions: Confirm System Admin role is properly assigned
  3. Review logs: Check system logs for error messages
  4. Test connectivity: Ensure database connections are working

Getting Help​

For additional support: