Events management

The Events module provides comprehensive event planning, scheduling, and management capabilities for your school. From academic calendars and sports days to parent-teacher meetings and cultural celebrations, this module handles the full event lifecycle with registration tracking, notifications, and multi-view calendars.

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Navigation path

Events (segment: events)

Sub-section	Path	Description
Calendar	events	Calendar view of all events
Event detail	events/[eventId]	Individual event page

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Events architecture

┌─────────────────────────────────────────────────────────────────────────┐
│                         Events Management System                         │
├─────────────────────────────────────────────────────────────────────────┤
│                                                                          │
│  ┌──────────────────────────────────────────────────────────────────┐   │
│  │                      Event Creation                               │   │
│  │                                                                   │   │
│  │   Multi-step wizard: Basics → Schedule → Location → Registration │   │
│  │   17 event types • 6 visibility levels • Recurring support       │   │
│  │                                                                   │   │
│  └────────────────────────────────┬─────────────────────────────────┘   │
│                                   │                                      │
│                                   ▼                                      │
│  ┌──────────────────────────────────────────────────────────────────┐   │
│  │                      Event Lifecycle                              │   │
│  │                                                                   │   │
│  │   Draft → Scheduled → Published → In Progress → Completed         │   │
│  │                  ↓                    ↓                           │   │
│  │             Postponed              Cancelled                      │   │
│  │                                                                   │   │
│  └────────────────────────────────┬─────────────────────────────────┘   │
│                                   │                                      │
│              ┌────────────────────┼────────────────────┐                 │
│              │                    │                    │                 │
│              ▼                    ▼                    ▼                 │
│  ┌──────────────────┐  ┌──────────────────┐  ┌──────────────────────┐   │
│  │  Calendar Views  │  │  Registrations   │  │  Notifications       │   │
│  │                  │  │                  │  │                      │   │
│  │  Month, Week,    │  │  Attendees,      │  │  Email, SMS, Push,   │   │
│  │  Day, Agenda     │  │  Volunteers,     │  │  In-app reminders    │   │
│  │                  │  │  Speakers        │  │                      │   │
│  └──────────────────┘  └──────────────────┘  └──────────────────────┘   │
│                                                                          │
│  ┌──────────────────────────────────────────────────────────────────┐   │
│  │                     Statistics & Insights                         │   │
│  │                                                                   │   │
│  │   Total events • Upcoming • In progress • Completed • Cancelled   │   │
│  │   By type breakdown • Registration totals • Average attendance    │   │
│  │                                                                   │   │
│  └──────────────────────────────────────────────────────────────────┘   │
│                                                                          │
└─────────────────────────────────────────────────────────────────────────┘

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Part 1: Event types

Events are categorized by type for better organization and filtering.

Type definitions

Type	Description	Icon	Suggested duration	Default all-day
academic	Lectures, seminars, study sessions	GraduationCap	60 min	–
sports	Athletic events, matches, activities	Trophy	120 min	–
cultural	Performances, artistic celebrations	Music	180 min	–
social	Gatherings, parties, community events	Users	120 min	–
meeting	Staff, parent meetings, consultations	MessageSquare	60 min	–
workshop	Hands-on training sessions	Wrench	180 min	–
seminar	Guest lectures, educational presentations	Presentation	90 min	–
ceremony	Graduation, awards, formal events	Award	120 min	–
holiday	School holidays and breaks	Palmtree	—	✓
exam	Examinations and assessments	FileCheck	180 min	–
field_trip	Educational trips and excursions	Map	—	✓
competition	Academic and sports competitions	Target	240 min	–
parent_event	Family events and engagements	Heart	120 min	–
parent_teacher	Parent-teacher meetings	Heart	120 min	–
fundraiser	Charity and fundraising activities	HandHeart	180 min	–
assembly	School assemblies, announcements	Megaphone	45 min	–
other	Events not fitting standard categories	HelpCircle	60 min	–

Type color coding

Type	Color
Academic	Blue
Sports	Orange
Cultural	Purple
Social	Pink
Meeting	Slate
Workshop	Amber
Seminar	Indigo
Ceremony	Yellow
Holiday	Green
Exam	Red
Field Trip	Teal
Competition	Rose
Parent Event	Cyan
Fundraiser	Emerald
Assembly	Violet
Other	Gray

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Part 2: Event statuses

Events progress through a lifecycle from creation to completion.

Status definitions

Status	Description	Terminal	Can edit	Can cancel	Can publish
draft	In draft mode, not visible	–	✓	✓	✓
scheduled	Scheduled but not published	–	✓	✓	✓
published	Live and visible to attendees	–	✓	✓	–
in_progress	Currently happening	–	–	✓	–
completed	Event has finished	✓	–	–	–
cancelled	Event cancelled	✓	–	–	–
postponed	Rescheduled to later date	–	✓	✓	✓

Status workflow

┌─────────────────┐
│      Draft      │ ← Initial state
└────────┬────────┘
         │
    ┌────┴────────────────┐
    │                     │
 Schedule              Publish
    │                     │
    ▼                     ▼
┌─────────────────┐    ┌─────────────────┐
│   Scheduled     │───▶│   Published     │
└────────┬────────┘    └────────┬────────┘
         │                      │
    ┌────┴────┐           ┌─────┴─────────────┐
    │         │           │                   │
 Publish   Cancel     In Progress          Cancel
    │         │           │                   │
    ▼         ▼           ▼                   ▼
┌─────────────────┐    ┌─────────────────┐  ┌─────────────────┐
│   Published     │    │   In Progress   │  │   Cancelled     │
└─────────────────┘    └────────┬────────┘  │   (Terminal)    │
                                │           └─────────────────┘
                           ┌────┴────┐
                           │         │
                        Complete  Cancel
                           │         │
                           ▼         ▼
                    ┌─────────────────┐
                    │   Completed     │
                    │   (Terminal)    │
                    └─────────────────┘

                    ┌─────────────────┐
                    │   Postponed     │ ← Can return to draft/scheduled
                    └─────────────────┘

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Part 3: Visibility levels

Control who can see events.

Visibility definitions

Visibility	Description	Icon
public	Visible to everyone including external visitors	Globe
internal	Visible to all school members	Users
staff_only	Only visible to staff members	UserCheck
students_only	Only visible to students	GraduationCap
parents_only	Only visible to parents/guardians	UserCircle
restricted	Limited visibility based on specific criteria	Lock

Visibility use cases

Visibility	Example events
Public	Open days, graduation ceremonies, sports finals
Internal	Regular assemblies, inter-house competitions
Staff only	Staff meetings, professional development
Students only	Student council meetings, study groups
Parents only	Parent-teacher conferences, PTA meetings
Restricted	Discipline hearings, sensitive meetings

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Part 4: Recurrence patterns

Events can repeat on a schedule.

Pattern definitions

Pattern	Description	Suggested occurrences
none	Does not repeat (one-time event)	—
daily	Repeats every day	7
weekly	Repeats every week	12
monthly	Repeats every month	12
yearly	Repeats every year	3

Recurrence properties

Field	Type	Description
is_recurring	boolean	Whether event repeats
recurrence_pattern	enum	Daily, weekly, monthly, yearly
recurrence_end_date	date	When recurrence stops
recurrence_count	number	Max number of occurrences
parent_event_id	string	Links to original event

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Part 5: Registration types

Configure attendee registration requirements.

Registration definitions

Type	Description	Requires deadline	Requires capacity
none	No registration - open to all	–	–
optional	Registration recommended but not required	–	–
required	Registration mandatory to attend	✓	✓
ticketed	Tickets or passes required for entry	✓	✓

Registration properties

Field	Type	Description
registration_type	enum	None, optional, required, ticketed
registration_deadline	datetime	Cutoff for registrations
max_attendees	number	Capacity limit
current_attendees	number	Current registration count
waitlist_enabled	boolean	Allow waitlist when full
registration_url	string	External registration link

Registration statuses

Status	Description
pending	Awaiting confirmation
confirmed	Registration confirmed
waitlisted	On waitlist
cancelled	Registration cancelled

Registration types (attendee)

Type	Description
attendee	Regular attendee
volunteer	Event volunteer
speaker	Presenter or speaker
performer	Performance participant

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Part 6: Event properties

Complete event data structure.

Core properties

Field	Type	Description
id	string	Unique identifier
tenant_id	string	Tenant association
school_id	string	School association
title	string	Event title (max 200 chars)
description	string	Full description (max 5000 chars)
event_type	enum	Event category
status	enum	Current status
visibility	enum	Who can see

Scheduling properties

Field	Type	Description
start_date	date	Start date
end_date	date	End date
start_time	time	Start time (if not all-day)
end_time	time	End time (if not all-day)
timezone	string	Event timezone
all_day	boolean	Full day event

Location properties

Field	Type	Description
location_name	string	Simple location name
location.name	string	Structured location name
location.address	string	Street address
location.room	string	Room number
location.building	string	Building name
location.capacity	number	Venue capacity
location.isVirtual	boolean	Online event
location.virtualLink	string	Meeting URL
location.mapLink	string	Map link
location.coordinates	object	Lat/long

Organization properties

Field	Type	Description
organizer_id	string	Organizer user ID
organizer.type	enum	Staff, department, organization
organizer.name	string	Organizer name
organizer.email	string	Contact email
department_id	string	Organizing department
class_id	string	Associated class
grade_level_ids	array	Target grade levels
target_audience	array	Audience segments

Cost properties

Field	Type	Description
is_free	boolean	No cost to attend
cost	number	Ticket/registration price
currency	string	Currency code

Content properties

Field	Type	Description
image_url	string	Event image
banner_url	string	Banner image
attachments	array	Supporting documents
tags	array	Searchable tags
categories	array	Category groupings

Notification properties

Field	Type	Description
send_notifications	boolean	Send reminders
reminders	array	Reminder configuration
reminders[].type	enum	Email, SMS, push, in_app
reminders[].offset	number	Minutes before event

Meta properties

Field	Type	Description
is_featured	boolean	Highlighted event
is_active	boolean	Active status
created_at	datetime	Creation timestamp
updated_at	datetime	Last update
published_at	datetime	When published
cancelled_at	datetime	When cancelled
cancellation_reason	string	Why cancelled
postponed_to	datetime	New date if postponed
postponement_reason	string	Why postponed

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Part 7: Creating events

Multi-step wizard for event creation.

Form steps

Step	Title	Fields
1. Basics	Basic Info	Title, type, description
2. Schedule	Schedule	Date, time, recurrence
3. Location	Location	Venue, virtual link
4. Registration	Registration	Type, capacity, deadline
5. Advanced	Advanced	Notifications, tags, visibility

Step 1: Basic information

1. Enter event title (required)
2. Select event type (required)
3. Add description
4. Choose visibility level
5. Mark as featured (optional)

Step 2: Schedule

1. Select start date (required)
2. Select end date (required)
3. Set all-day toggle
4. If not all-day:
   • Set start time
   • Set end time
5. Configure recurrence:
   • Pattern (none, daily, weekly, monthly, yearly)
   • End date or count

Step 3: Location

1. Enter location name
2. For physical locations:
   • Building
   • Room
   • Address
   • Map link
3. For virtual events:
   • Toggle "Virtual event"
   • Enter meeting link

Step 4: Registration

1. Select registration type:
   • None (open to all)
   • Optional
   • Required
   • Ticketed
2. If required/ticketed:
   • Set capacity limit
   • Set registration deadline
   • Enable/disable waitlist
3. For ticketed:
   • Set cost
   • Select currency

Step 5: Advanced settings

1. Configure reminders:
   • 15 minutes before
   • 30 minutes before
   • 1 hour before
   • 2 hours before
   • 1 day before
   • 2 days before
   • 1 week before
2. Add tags
3. Add categories
4. Upload banner image
5. Attach documents

Smart suggestions

The system provides intelligent suggestions:

• Title suggestions based on event type
• Duration suggestions based on type
• Time suggestions based on typical school hours

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Part 8: Calendar views

Multiple ways to view events.

View types

View	Description	Best for
Month	Full month grid	Overview, planning
Week	7-day detailed view	Weekly scheduling
Day	Single day timeline	Daily agenda
Agenda	List view	Quick scanning

Calendar navigation

• Previous/Next — Navigate periods
• Today — Jump to current date
• View toggle — Switch between views
• Date picker — Jump to specific date

Event display

Events on calendar show:

• Title (truncated if long)
• Color by event type
• Time (if not all-day)
• Recurring indicator
• Featured indicator

Event hover card

Hovering reveals:

• Full title
• Date and time
• Location
• Status badge
• Type badge
• Quick action buttons

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Part 9: Quick filters

Pre-built filters for common views.

Filter options

Filter	Description	Icon
Today	Events happening today	Calendar
This Week	Events this week	CalendarCheck
Upcoming	Future events	CalendarClock
My Events	Events you're organizing	UserCircle
Featured	Highlighted events	Award

Filter parameters

Parameter	Type	Description
event_type	enum	Filter by type
status	enum	Filter by status
visibility	enum	Filter by visibility
start_date_from	date	Start date range
start_date_to	date	End date range
organizer_id	string	By organizer
department_id	string	By department
class_id	string	By class
is_featured	boolean	Featured only
is_recurring	boolean	Recurring only
tags	array	By tags
categories	array	By categories

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Part 10: Event detail view

Comprehensive event information display.

Detail sections

Section	Content
Header	Title, type badge, status badge
Status banner	Live indicator, countdown, past warning
Schedule	Date, time, duration, recurrence info
Location	Venue details, map link, virtual link
Description	Full event description
Registration	Type, capacity, deadline, register button
Attendees	Registration list, counts
Organizer	Contact information
Attachments	Supporting documents
Timeline	Event history

Quick actions

Action	When available
Edit	Draft, scheduled, published, postponed
Publish	Draft, scheduled, postponed
Unpublish	Published
Cancel	Draft, scheduled, published, in_progress
Postpone	Scheduled, published
Duplicate	Any status
Delete	Draft only (or with permission)
Share	Published

Event countdown

Displays contextual timing information:

• "Starts in 2 hours"
• "Happening now"
• "Event has passed"
• "Registration closes in 3 days"

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Part 11: Managing registrations

Track and manage event attendees.

Registration workflow

1. User views published event
2. Clicks "Register" button
3. Selects registration type (attendee, volunteer, speaker, performer)
4. Adds notes (optional)
5. Submits registration
6. Status: Pending or Confirmed (based on settings)

Capacity management

• Track current vs max attendees
• Show available spots
• Enable waitlist when full
• Auto-confirm from waitlist on cancellation

Registration list

View and manage registrations:

• Filter by status
• Filter by type
• Export list
• Send bulk messages
• Cancel registrations

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Part 12: Event actions

Operations available on events.

Publish event

POST /api/v1/operations/events/:id/publish

Changes status from draft/scheduled to published.

Unpublish event

POST /api/v1/operations/events/:id/unpublish

Returns event to draft status.

Cancel event

POST /api/v1/operations/events/:id/cancel

{
  "reason": "Due to weather conditions"
}

• Changes status to cancelled
• Records cancellation reason
• Notifies registered attendees

Postpone event

POST /api/v1/operations/events/:id/postpone

{
  "new_start_date": "2024-03-15",
  "new_end_date": "2024-03-15",
  "new_start_time": "14:00",
  "new_end_time": "16:00",
  "reason": "Venue unavailable"
}

• Changes status to postponed
• Records new dates
• Records postponement reason
• Notifies registered attendees

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Part 13: Reminders and notifications

Keep attendees informed.

Reminder options

Timing	Value (minutes)
15 minutes before	15
30 minutes before	30
1 hour before	60
2 hours before	120
1 day before	1440
2 days before	2880
1 week before	10080

Notification channels

Channel	Description
email	Email notification
sms	SMS text message
push	Mobile push notification
in_app	In-app notification

Automatic notifications

Trigger	Recipients
Event published	Target audience
Event cancelled	Registered attendees
Event postponed	Registered attendees
Registration confirmed	Registrant
Reminder due	Registered attendees
Event starting	Registered attendees

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Part 14: Statistics

Event analytics and insights.

Summary metrics

Metric	Description
total	Total events in period
upcoming	Events not yet started
inProgress	Currently happening
completed	Finished events
cancelled	Cancelled events
totalRegistrations	Total registrations
averageAttendance	Average per event

Breakdowns

Dimension	Description
byType	Count per event type
byStatus	Count per status

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Part 15: Default values

System defaults for new events.

Setting	Default value
Event type	Meeting
Visibility	Internal
Registration type	None
Recurrence	None
All day	False
Is free	True
Is featured	False
Send notifications	True
Waitlist enabled	False
Default start time	09:00
Default end time	10:00
Default duration	60 minutes
Max title length	200 characters
Max description length	5000 characters

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Permissions required

Action	Required permission
View calendar	events.view
View event detail	events.view
Create event	events.create
Edit event	events.update
Delete event	events.delete
Publish event	events.publish or events.update
Cancel event	events.cancel or events.update
Manage registrations	events.registrations.manage
View statistics	events.statistics.view or events.view

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Best practices

Event planning

• Create events at least 1 week in advance
• Use appropriate event types for accurate categorization
• Set visibility based on target audience
• Include clear, descriptive titles
• Add detailed descriptions with agenda

Scheduling

• Avoid scheduling conflicts with major school events
• Use recurrence for regular meetings
• Set appropriate durations based on event type
• Consider timezone for virtual events
• Allow buffer time between events

Registration

• Set registration deadlines 24-48 hours before event
• Enable waitlist for popular events
• Set realistic capacity limits
• Send confirmation emails

Communication

• Configure multiple reminder timings
• Send advance notice for major events
• Update immediately if changes occur
• Include virtual links in notifications

After events

• Mark completed events promptly
• Record actual attendance
• Gather feedback
• Document lessons learned

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Troubleshooting

Event not appearing on calendar

Causes:

• Status is draft (not published)
• Visibility restricts your access
• Date range filter excludes event
• School/tenant mismatch

Fix:

1. Check event status
2. Verify your role has visibility access
3. Adjust calendar date range
4. Confirm correct school context

Cannot edit event

Causes:

• Event is completed or cancelled
• Event is in progress
• Insufficient permissions

Fix:

1. Check event status (terminal states cannot be edited)
2. Verify your permissions
3. Contact administrator if needed

Registration not working

Causes:

• Registration deadline passed
• Event at capacity
• Registration type is "none"
• Event not published

Fix:

1. Check registration deadline
2. Check available spots
3. Verify registration is enabled
4. Ensure event is published

Notifications not sending

Causes:

• Send notifications disabled
• No reminders configured
• User contact info missing
• Notification service issue

Fix:

1. Enable send_notifications on event
2. Configure reminder timings
3. Verify attendee contact information
4. Check notification service status

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Related documentation

• Dashboard — Overview widgets
• Attendance — Event attendance tracking
• Communications — Event notifications
• Reports — Event reports
• Settings — Event configuration