Event Administration

This page covers advanced event management features for Event Admins and System Admins, including API endpoints, security considerations, and troubleshooting common issues.

Admin API Endpoints

System Admin Event Management

System Admins have access to system-wide event management APIs:

Create New Event:

POST /api/admin/events
{
  "name": "Conference 2024",
  "slug": "conference-2024",
  "description": "Annual technology conference",
  "organizationId": "optional-org-id"
}

List All Events:

GET /api/admin/events

Returns all events with statistics including user counts, report counts, and activity summaries.

Get Specific Event Details:

GET /api/admin/events/:eventId

Returns detailed event information including team composition and recent activity.

System Admin Invite Management

List Event Invites:

GET /api/admin/events/:eventId/invites

Shows all invitation links for the event with usage statistics.

Create Admin Invite:

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

Update Invite Settings:

PATCH /api/admin/events/:eventId/invites/:inviteId
{
  "maxUses": 5,
  "expiresAt": "2024-12-31T23:59:59Z"
}

Event Admin Management APIs

Get Event Details:

GET /api/events/slug/:slug

Returns event information scoped to the requesting user's permissions.

Update Event Settings:

PATCH /api/events/slug/:slug
{
  "name": "Updated Event Name",
  "description": "Updated description",
  "website": "https://example.com",
  "contactEmail": "contact@example.com"
}

Upload Event Logo:

POST /api/events/slug/:slug/logo
Content-Type: multipart/form-data

List Event Users:

GET /api/events/slug/:slug/users

Returns team members with their roles and activity information.

Create User Invites:

POST /api/events/slug/:slug/invites
{
  "emails": ["user1@example.com", "user2@example.com"],
  "role": "Responder",
  "message": "Welcome to our event team!"
}

See the API Reference for complete documentation with request/response examples.

Report Management Integration

Events integrate closely with the incident reporting system:

Report Access Control

Event-Scoped Reports:

• All reports belong to exactly one event
• Users cannot access reports from other events
• Report visibility is controlled by event roles

Role-Based Report Access:

• Reporters: Can only see their own submitted reports
• Responders: Can view and manage all event reports
• Event Admins: Full access to all event reports and analytics

Report Features by Event

Report Titles:

• All reports require descriptive titles (10-70 characters)
• Titles help with organization and searching
• Clear titles improve response team efficiency

Evidence Uploads:

• Multiple file attachments supported per report
• Files are scoped to the event for security
• Event admins can configure upload limits

Assignment System:

• Reports can be assigned to specific responders
• Assignment notifications keep team informed
• Workload distribution across team members

Severity Levels:

• Low, medium, high, critical severity options
• Helps prioritize response efforts
• Can trigger different notification rules

Resolution Tracking:

• Outcome documentation when reports are resolved
• Status tracking throughout incident lifecycle
• Historical data for pattern analysis

Security and Audit

Access Control Implementation

System Admin Isolation:

• Cannot access event data without explicit roles
• Maintains separation between system and event administration
• Prevents accidental data access across events

Event Isolation:

• Users cannot access other events' data
• Strong database-level isolation
• API endpoints validate event access

Role Validation:

• All actions validated against user permissions
• Real-time permission checking
• Consistent enforcement across UI and API

Invite Security:

• Secure token generation for invite links
• Time-limited and usage-limited invitations
• Audit trail for all invitation activity

Audit Logging

All event management actions are comprehensively logged:

Event Creation:

• System Admin actions logged with full details
• Includes event metadata and initial configuration
• Tracks who created what and when

Role Assignments:

• User role changes tracked with before/after states
• Includes who made the change and why
• Automatic and manual role changes distinguished

Settings Updates:

• Event configuration changes recorded
• Field-level change tracking
• Rollback capability for critical changes

Access Attempts:

• Unauthorized access attempts logged
• Failed authentication tracked
• Suspicious activity patterns identified

Audit Log Access

Event Admins:

• Can view audit logs for their events
• See team member activity and changes
• Monitor event configuration changes

System Admins:

• Can view system-wide audit logs
• Monitor cross-event patterns
• Investigate security incidents

Compliance Support:

• Audit logs support regulatory compliance
• Data retention policies enforced
• Export capabilities for legal requirements

Event Lifecycle Management

Event States

Inactive Events:

• Created but not yet fully configured
• Limited functionality until activation
• Not visible in public listings

Active Events:

• Fully operational with all features
• Can receive and process incident reports
• Visible to users with appropriate roles

Disabled Events:

• Temporarily suspended by System Admins
• Data preserved but access restricted
• Can be re-enabled when issues resolved

Archived Events:

• Completed events with historical data
• Read-only access for reference
• Long-term data retention

Lifecycle Transitions

Activation Process:

1. Complete basic event configuration
2. Set up initial team members
3. Configure code of conduct
4. Verify all settings
5. Activate for full operation

Deactivation Process:

1. Notify team members of status change
2. Complete any pending incident reports
3. Export necessary data
4. Disable event access
5. Archive for historical reference

Troubleshooting Common Issues

Event Access Problems

System Admin cannot access event data:

• Solution: Have an Event Admin assign an appropriate event role
• Why: System Admins are isolated from event data for security
• Check: Verify role assignment in team management

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

Event not appearing in lists:

• Check user role assignment: Verify users have appropriate event roles
• Verify event active status: Ensure event is activated
• Review permission settings: Confirm proper access controls
• Refresh data: Try clearing cache or refreshing the page

Performance Issues

Slow event loading:

• Check database indexes: Verify proper indexing on event queries
• Monitor API response times: Identify bottlenecks in data fetching
• Review caching strategy: Ensure effective caching of event data
• Analyze user load: Consider scaling for high-traffic events

Large team management:

• Paginate user lists: Break large teams into manageable pages
• Optimize role queries: Use efficient database queries for roles
• Cache team data: Reduce repeated lookups for team information
• Batch operations: Use bulk operations for role changes

Data Integrity Issues

Missing event data:

• Check database consistency: Verify referential integrity
• Review backup procedures: Ensure proper data backup
• Validate migration scripts: Check for data migration issues
• Monitor audit logs: Look for unusual data changes

Role assignment problems:

• Verify role validation: Ensure proper role checking
• Check permission inheritance: Verify role-based permissions
• Review audit trail: Track role assignment history
• Test role functionality: Validate role-based features

Getting Help

Support Channels

For Event Management Issues:

1. Check user roles and permissions: Verify appropriate access
2. Review event configuration: Ensure proper setup
3. Consult audit logs: Look for error patterns
4. Contact system administrators: For technical issues
5. Reference troubleshooting guide: For common problems

For Technical Problems:

1. Check system logs: Look for error messages
2. Test with different browsers: Rule out client issues
3. Verify network connectivity: Ensure stable connections
4. Contact technical support: For persistent problems
5. Review API documentation: For integration issues

Information to Provide

When seeking help, include:

Event Information:

• Event name and slug
• Event status (active/inactive)
• Team size and composition
• Recent configuration changes

User Information:

• Affected user accounts
• User roles in the event
• When the issue started
• Steps already attempted

Technical Details:

• Browser and version
• Error messages or screenshots
• API responses (if applicable)
• Network or performance issues

Future Enhancements

Planned event administration improvements include:

Bulk Operations:

• Manage multiple events simultaneously
• Bulk role assignments across events
• Mass configuration updates

Event Templates:

• Reusable event configurations
• Standard team structures
• Pre-configured settings

Advanced Analytics:

• Event usage and engagement metrics
• Team performance analytics
• Cross-event comparison tools

Integration APIs:

• Connect with external event management systems
• Automated data synchronization
• Third-party service integrations

Automated Workflows:

• Streamlined event lifecycle management
• Automated team notifications
• Scheduled event operations

These enhancements will provide even more powerful tools for event administrators while maintaining the current security and isolation features.