public/docs/event-management.md

Events management

Usage

An event is associated to an object when the usage of this object implies:

• a limited capacity of people
• a limited time

Event management require:

• Edition of the attributes of the object on which the event is based
• Creation and settings of the event associated to the reference object

Events are used for: piscines, check-in, exams, rushes, hackatons, conferences.

Settings for the reference object

Important indications:

• Objects that doesn't have required attributes for event creation will not be open to event creation.

name	fullfillment
capacity	required
eventDuration	required
registrationDuration	required
description	optionnal
eventStartDelay	optionnal

• All the attributes filled in the object are used as values by default for event's creation; it can be overloaded for each event related to the reference object.
• If the reference object has a child or children which are events itself, settings are also required for each event child.

Edit the object attributes:

in Object attributes

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• Add a new key capacity of type Number with the maximum number of persons you want for events related to the object by default
• Add a new key eventDuration of type Number with the duration in minutes you want for events related to the object by default
• Add a new key registrationDuration of type Number with the duration in minutes you want to allow to people to register to the event by default
• Add a new key eventStartDelay of type Number, if you want a default delay between the end of registration and the beginning of the event. This duration is expressed in minutes.
• Add a new key description of type String, if you need to associate some informations to your event (description, location, access, documents to provide, etc.)

Edit the children

in Children

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• Add a new key startAfter of type Number, with the default delay you want between the beginning of the event and the beginning of the child event. This duration is expressed in minutes.

Example

Here is an example of the Piscine Go settings. It presents the settings of the object attributes Piscine Go, the settings of one of its child which is an event and the settings of the child object attributes itself.

NB : this object settings are provided in the admin, in the curses section: 'Piscine Go' and in the exams section 'Exam 01'.

Piscine Go

Object attributes

{
  "capacity": 400,
  "eventDuration": 37440,
  "registrationDuration": 43200,
  "eventStartDelay": 240
}

This piscine object attributes look like this:

Children

In the Piscine Go, children of type exam and rush have events itself.

A startAfter key has to be defined for each of them, in their parent object Piscine Go. For example, the exam-01 gets this key:

{
  "startAfter": 8160
}

This child attributes look like this:

Exam 01

The object Exam 01, which is a child of Piscine Go, has its own Object Attributes filled in the child object.

Object attributes

{
  "eventDuration": 240,
  "registrationDuration": 2160,
  "eventStartDelay": 60
}

NB: the capacity attribute is herited from the parent object Piscine Go here.

This exam object attributes look like this:

Create the event

Create a new event for your object

(in Admin > Manage events > Add new event)

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• The reference object of your event is the object for which you need to create an event: Check, Piscine Go, etc.
• The registration starts at indicates when registration of the event begins.
• The registration ends at indicates when registration of the event ends.
• The event starts at indicates when the event begins.

NB:

• End of registration can't be before its beginning.
• Start of event can't be before end of registration.
• Date and Time input is not yet working in firefox but should be added soon by mozilla. In the mean while use chrome for adding events

Settings for you event

In the event you have created, 3 categories must be checked:

1. General settings
2. Registration's settings
3. Event's settings

General settings

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General settings of your event can be set after creation of the event. By default, it is the values indicated in the reference object.

• Capacity
  • During the regitration, the capacity doesn't apply. When registration ends, we register the amount defined by the capacity to the event (ordered by registration date).
    • If someone unregister to the event during a registration, it release one place.
    • During a registration, users can see if their place is guaranteed or if they are in waiting list.
  • If the event has children which are event themselves, they will use by default the capacity of the parent event if no capacity was defined on this child.
• Description (facultative)
  • It can be used to describe the topic of the event, or to add some practical informations: location, documents to provide, accessibility, etc.

Registration

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• End of registration can't be after start of registration.
• Dates can't be updated after it's passed.
• The registration duration indicated in the reference object is reminded under the inputs to help you fill the informations.
• Same for the event start delay.
• The list of users in the registration, pending or accepeted, is accessible by clicking on the link 'N users registered', at the left bottom of this categrory.

Event

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• End of event can't be after start of event.
• Dates can't be updated after it's passed.
• The end of event is calculated by default by adding the event duration indicated in the reference object to the start of event date.
  • If the event contains other events, the end of event can't be before the end of the last child event.
• The event duration indicated in the reference object is reminded under the inputs to help you fill the informations.
  • If the event contains other events, the minimum end of event is indicated under the inputs to help you fill the informations.
• The list of users selected for the event at its creation is accessible by clicking on the link 'N users registered', at the left bottom of this categrory.

Children (facultative)

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This category appears only if the event has children which are events itself.

• Children settings can't be overloaded.
• Each event child presents:
  • Its Start and end (according to the children settings of the reference object)
  • Its capacity
  • Its groups size
    • Reminder: in hackatons or rushes, candidates or students registered to the are divided in groups of N persons.