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Creating Events

Events can be created by System Admins globally or by Organization Admins within their organizations. This page explains the different creation methods and workflows.

Creating Events (System Admin)​

System Admins can create events globally for any organization:

Step-by-Step Process​

  1. Navigate to System Admin: Use the sidebar to access System Admin → Events Management
  2. Access creation form: Click "Create Event" or go to /admin/events/new
  3. Fill event information:
    • Name: Display name for the event (e.g., "DevConf 2024")
    • Slug: URL-safe identifier (e.g., "devconf-2024")
    • Description: Brief description of the event
    • Organization: Select target organization (if applicable)
  4. Create event: Click "Create Event"
  5. Assign Event Admin: Assign appropriate Event Admin role to the designated organizer

The event will be created and ready for configuration by the assigned Event Admin.

Event Slug Requirements​

Event slugs are critical for URL routing and must follow specific rules:

  • Format: Lowercase letters, numbers, and hyphens only
  • Uniqueness: Must be unique across the entire system
  • Immutability: Cannot be changed after creation (to preserve URLs)
  • URL pattern: /events/[eventSlug]/ for all event-scoped pages

Examples:

  • Event: "DevConf 2024" → Slug: "devconf-2024"
  • Event: "PyData Chicago" → Slug: "pydata-chicago"
  • Event: "RustConf" → Slug: "rustconf"

Generating Admin Invites​

After creating an event, System Admins can generate invite links for event organizers:

  1. Navigate to event management: Go to System Admin → Events Management (/admin/events)
  2. Select event: Click on the event you want to manage
  3. Access settings: Navigate to the Settings tab
  4. Create invite:
    • Click "Create Admin Invite"
    • Add a note (email address recommended for tracking)
    • Set expiration date (optional, defaults to 30 days)
    • Set maximum uses (optional, defaults to 1)
  5. Share invite: Copy the generated invite link and send to the event organizer

Screenshot needed: System Admin event creation form showing required fields

Creating Events (Organization Admin)​

Organization Admins can create events within their organization:

Step-by-Step Process​

  1. Navigate to Organization Dashboard: Access your organization's event management section
  2. Create New Event: Click "Create Event"
  3. Fill event information:
    • Name: Display name for the event (e.g., "DevConf 2024")
    • Slug: URL-safe identifier (e.g., "devconf-2024")
    • Description: Brief description of the event
    • Organization: Automatically set to your organization
  4. Create event: Click "Create Event"
  5. Configure settings: Complete event setup in the Event Admin interface

Automatic Role Assignment​

When Organization Admins create events:

  • Event Admin role is automatically assigned to the creator
  • Organization context is inherited by the event
  • Event becomes available for immediate configuration
  • Team management can begin immediately

Creating Events via API​

System Admins can use the API for programmatic event creation:

Basic Event Creation​

POST /api/admin/events
{
  "name": "My Conference 2024",
  "slug": "my-conference-2024",
  "description": "Annual technology conference"
}

Generate Admin Invite​

POST /api/admin/events/{eventId}/invites
{
  "note": "admin@myconference.org",
  "maxUses": 1,
  "expiresAt": "2024-12-31T23:59:59Z"
}

API Requirements​

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

Event Creation Best Practices​

Choosing Good Event Slugs​

  1. Keep them short but descriptive
  2. Use year indicators for recurring events (e.g., "devconf-2024")
  3. Include location if relevant (e.g., "pydata-chicago")
  4. Avoid abbreviations that might be unclear
  5. Consider consistency across related events

Event Naming Conventions​

  1. Use clear, descriptive names that attendees will recognize
  2. Include year/edition for recurring events
  3. Avoid special characters that might cause URL issues
  4. Keep names concise for better mobile display
  5. Consider branding and consistency with other materials

Planning Event Setup​

Before creating an event:

  1. Identify the Event Admin who will configure the event
  2. Prepare event details (dates, website, contact info)
  3. Plan the team structure (who needs which roles)
  4. Consider the code of conduct and community guidelines
  5. Prepare any custom branding (logos, colors)

After Event Creation​

Once an event is created, the next steps are:

For System Admins​

  1. Generate admin invite for the designated event organizer
  2. Share the invite link securely with the organizer
  3. Monitor event setup progress if needed
  4. Provide support during initial configuration

For Event Admins​

  1. Accept the admin invitation if created by System Admin
  2. Complete event configuration using the Event Admin interface
  3. Upload event branding and customize appearance
  4. Configure the code of conduct and community guidelines
  5. Begin team setup by inviting responders and other team members

Initial Configuration Checklist​

  • Event details (name, description, dates, website)
  • Event branding (logo upload, visual customization)
  • Code of conduct (community guidelines and policies)
  • Contact information (primary contact email)
  • Team setup (invite responders and other team members)
  • Event activation (make the event live and accessible)

Troubleshooting Event Creation​

Common Issues​

Event creation fails:

  • Check slug uniqueness: Ensure the slug isn't already in use
  • Verify slug format: Only lowercase letters, numbers, and hyphens
  • Confirm permissions: Ensure you have System Admin or Organization Admin role
  • Review required fields: All mandatory fields must be completed

Invite links not working:

  • Check expiration: Verify the invite hasn't expired
  • Verify usage limits: Ensure the invite hasn't exceeded max uses
  • Test link format: Copy the complete URL including any parameters
  • Check user registration: Ensure the invitee can create an account

Event not appearing in lists:

  • Verify event status: Check if the event is active
  • Check role assignment: Ensure users have appropriate event roles
  • Review permissions: Confirm users have access to the event
  • Refresh data: Try refreshing the page or clearing cache

Getting Help​

For event creation issues:

  1. Check system logs for error messages
  2. Verify user permissions and role assignments
  3. Test with different browsers to rule out client issues
  4. Contact system administrators for technical problems
  5. Review the troubleshooting guide for additional solutions

Security Considerations​

Event Creation Security​

  • Role validation: Only authorized users can create events
  • Slug validation: Prevents injection attacks through URL manipulation
  • Invite security: Admin invites use secure, time-limited tokens
  • Audit logging: All event creation activities are logged

Access Control​

  • Immediate isolation: New events are isolated from existing data
  • Role-based access: Only assigned users can access event data
  • Admin invite protection: Invite links are single-use and time-limited
  • Organization scoping: Events inherit appropriate organizational context

Understanding these security measures helps ensure safe event creation and management.