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Event Management

System Admins are responsible for creating and managing events across the platform. This guide covers the streamlined event creation workflow and ongoing event administration.

🎯 Event Creation Workflow​

The event creation workflow follows a clear organizational hierarchy:

Standard Workflow Steps​

  1. System Admin creates organizations and assigns Organization Admins via invitation
  2. Organization Admin accepts invite and gains access to organization management
  3. Organization Admin creates events within their organization
  4. Organization Admin assigns Event Admins via invitation for each event
  5. Event Admin completes detailed setup (contact info, dates, CoC, team, etc.)
  6. Event becomes active once fully configured

This hierarchy ensures proper organizational structure and clear responsibility chains.

🖥️ Creating Events via UI​

Step-by-Step Process​

  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 (e.g., "DevConf 2024")
    • 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.

Event Slug Requirements​

  • Must be unique across the entire system
  • URL-safe format only: lowercase letters, numbers, and hyphens
  • No spaces, special characters, or uppercase letters
  • Examples: devconf-2024, pycon-us-2024, react-summit

📧 Admin Invite Generation​

After creating an event, you need to assign an event organizer:

Generating Invites​

  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 for tracking)
    • Copy the generated invite link
  5. Send the invite link to your designated event organizer

Invite Best Practices​

  • Include email in note: Track who the invite was sent to
  • Set expiration: Use reasonable expiration times for security
  • Monitor usage: Check if invites have been accepted
  • Revoke unused invites: Clean up expired or unused invites

🔧 API-Based Event Creation​

For automated or bulk event creation, use the API endpoints:

Create Event Endpoint​

POST /api/admin/events

{
  "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)

Response​

{
  "message": "Event created successfully",
  "event": {
    "id": "event-uuid",
    "name": "My Conference 2024",
    "slug": "my-conference-2024",
    "description": "Annual technology conference",
    "isActive": false,
    "setupRequired": true
  }
}

📋 Event Lifecycle Management​

Event States​

Events progress through several states:

  1. Created (Inactive): Basic event created by System Admin
  2. Admin Assigned: Event organizer accepted admin invite
  3. In Setup: Event admin configuring details
  4. Active: Fully configured and accepting reports
  5. Archived: Event completed and archived

Monitoring Event Setup​

System Admins can monitor event setup progress:

  • Setup Status: View which configuration steps are completed
  • Admin Assignment: Check if event has an assigned admin
  • Configuration Progress: Monitor setup completion
  • Activation Status: See when events become active

🏢 Organization Integration​

Events can be created within organizations for better structure:

Creating Events in Organizations​

  1. Navigate to Organizations Management
  2. Select the target organization
  3. Use "Create Event" within the organization context
  4. Event inherits organization settings and branding

Benefits of Organization Events​

  • Shared branding: Events inherit organization logos and themes
  • Unified management: Organization admins can manage multiple events
  • Consistent policies: Shared code of conduct and policies
  • Analytics: Organization-level reporting and analytics

📊 Event Analytics and Monitoring​

System-Wide Event Metrics​

Monitor key metrics across all events:

  • Total Events: Active vs inactive event counts
  • User Activity: Registration and participation trends
  • Incident Volume: Report submission patterns
  • Geographic Distribution: Event locations and user distribution

Individual Event Monitoring​

Track specific event performance:

  • User Registration: Growth and engagement metrics
  • Incident Reports: Volume and resolution times
  • Team Activity: Response team engagement
  • System Usage: Feature adoption and usage patterns

🔒 Event Security and Compliance​

Access Control​

  • Event Isolation: Ensure proper data separation between events
  • Role Verification: Validate admin and user role assignments
  • Permission Auditing: Regular review of event-level permissions

Data Protection​

  • Event Data Isolation: Verify multi-tenant data separation
  • Backup Verification: Ensure event data is properly backed up
  • Retention Policies: Implement appropriate data retention

Compliance Monitoring​

  • Audit Logging: Track all event-related administrative actions
  • Policy Compliance: Ensure events follow organizational policies
  • Security Reviews: Regular security assessments of event configurations

🚨 Troubleshooting Event Issues​

Common Event Creation Problems​

Slug Already Exists

  • Solution: Choose a unique slug or modify the existing one
  • Check: Verify slug uniqueness across all events

Invalid Slug Format

  • Solution: Use only lowercase letters, numbers, and hyphens
  • Avoid: Spaces, special characters, uppercase letters

Permission Denied

  • Solution: Verify System Admin authentication
  • Check: Ensure proper role assignment

Event Setup Issues​

Admin Invite Not Working

  • Check: Invite link expiration and usage limits
  • Verify: Email delivery and spam folder
  • Solution: Generate new invite if needed

Event Not Activating

  • Check: Required configuration completion
  • Verify: All mandatory fields are filled
  • Review: Event admin permissions

Configuration Problems

  • Review: Event settings and requirements
  • Check: Integration with organization settings
  • Verify: Code of conduct and policy setup

📈 Best Practices​

Event Planning​

  • Plan ahead: Create events well before launch dates
  • Clear naming: Use descriptive, consistent naming conventions
  • Proper delegation: Assign appropriate event admins early
  • Documentation: Maintain records of event configurations

Ongoing Management​

  • Regular monitoring: Check event health and activity
  • Proactive support: Assist event admins with configuration
  • Performance tracking: Monitor system impact of large events
  • Security reviews: Regular security assessments

Scaling Considerations​

  • Resource planning: Monitor system resources during large events
  • Performance optimization: Optimize for high-traffic events
  • Backup strategies: Ensure adequate backup coverage
  • Incident response: Prepare for event-related system issues