Event Management

In-Event Features

Comprehensive guide to managing your event in real-time. Access live registration data, verify attendees, monitor analytics, and handle all event operations seamlessly during the event.

Overview

The In-Event Features provide organizers with a comprehensive dashboard to manage events in real-time. All data updates automatically using real-time database streams, ensuring you always have the latest information at your fingertips.

Real-Time Updates: All registration data, analytics, and statistics update automatically without refreshing the page. This ensures you always see the current state of your event.

Event Dashboard

The event dashboard is your central command center during the event. It provides a comprehensive overview of all event activities.

Event Summary Header

The header displays essential event information at a glance:

Event title and description
Event status (Draft, Published, Archived)
Location and date/time
Creator information
Total registration count (updates in real-time)
Creation timestamp

Quick Actions

Quick access buttons for common tasks:

Scan QR Code: Open the QR scanner for ticket and food coupon verification
Download Report: Export event data as PDF or Excel for offline use

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Real-Time Analytics

Monitor your event's performance with live analytics that update automatically as registrations come in.

Total Revenue

Sum of all successful payments from registrations, food coupons, and accommodation. Updates in real-time.

Total Registrations

Current count of all registered attendees. Includes both paid and free registrations.

Average Ticket Price

Calculated average of all paid registrations. Helps understand pricing effectiveness.

Pending Payments

Number of registrations with incomplete or pending payment status.

Analytics Features

All metrics update automatically without page refresh
Color-coded status indicators for quick visual assessment
Responsive layout that adapts to screen size
Historical data tracking for comparison

QR Code Scanning

Quickly verify event tickets and food coupons using the built-in QR scanner. This is essential for check-in and food redemption during the event.

Accessing the Scanner

Click the "Scan QR Code" button from the event dashboard to open the mobile scanner interface.

Uses device camera for real-time scanning
Automatically detects and processes QR codes
Works for both event tickets and food coupons

Ticket Verification

When scanning an event ticket QR code:

System identifies the registration ID from the QR code
Verifies the registration exists for this event
Checks if ticket has already been verified (prevents duplicates)
Marks ticket as verified with timestamp
Displays attendee name and confirmation message

Food Coupon Verification

When scanning a food coupon QR code:

System identifies the food coupon ID (starts with "FC")
Verifies the coupon belongs to this event
Checks if coupon has already been used
Marks coupon as verified and used with timestamp
Displays attendee name and confirmation

Verification Status

The system provides clear feedback for all scenarios:

Success: Green confirmation with attendee name
Already Verified: Orange warning if ticket/coupon was already scanned
Not Found: Error message if QR code doesn't match any registration
Wrong Event: Error if QR code is for a different event

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Registration Management

View, search, and manage all event registrations in real-time. The registration list updates automatically as new registrations come in.

Registration List

View all registered attendees with comprehensive information:

Attendee name, email, and phone number
Registration date and time
Payment status (Paid, Free, Pending)
Ticket verification status
Food coupon status (if applicable)
Team information (for team events)
Registration ID

Search Functionality

Quickly find specific registrations using the search bar:

Search by name (full or partial match)
Search by email address
Search by phone number
Search by registration ID
Real-time filtering as you type
Clear search button for quick reset

Registration Details

Click on any registration to view expanded details:

Complete personal information
Payment details and transaction ID
Verification timestamps
Food coupon information and QR code
Team member details (for team events)
Registration metadata

Registration Count

The header shows the current registration count, which updates in real-time. When searching, it displays "X/Y" format showing filtered count vs total count.

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Sub-Events Management

For parent events with multiple sub-events, manage each sub-event individually with dedicated analytics and registration tracking.

Sub-Event Cards

Each sub-event is displayed as a card showing:

Sub-event title and description
Status (Draft, Published, Archived)
Date and time range
Price (or "Free")
Registration count
Type (Talk Session, Workshop, Competition, etc.)

Sub-Event Details

Click on a sub-event card to view comprehensive details:

Complete sub-event information
Enabled features (Team Event, Special Pricing, Accommodation, Food Coupons, etc.)
Registration launch countdown (if enabled)
Sub-event specific registrations
Individual analytics for the sub-event

Access Control

Sub-events support granular access control. Organizers can authorize specific emails to manage individual sub-events, allowing for distributed event management while maintaining security.

Financial Overview

Track all financial aspects of your event with real-time revenue and payment tracking.

Financial Metrics

Total Revenue: Sum of all successful payments (event registration + food coupons + accommodation)
Average Ticket Price: Calculated average of paid registrations
Pending Payments: Count of registrations with incomplete payments
Free Registrations: Number of free event registrations
Paid Registrations: Number of successful paid registrations

Payment Tracking

Each registration shows its payment status, allowing you to track which attendees have completed payment and which are pending. This helps with follow-up and reconciliation during and after the event.

Report Download

Export comprehensive event data for offline use, accounting, or analysis. Choose between PDF or Excel (CSV) formats based on your needs.

How to Download Reports

Navigate to the event management detail page
Click the "Download Report" button in the quick actions section
Choose your preferred format:
- PDF: For formatted documents, printing, or sharing
- Excel (CSV): For data analysis in spreadsheet applications
The report will be generated and downloaded automatically

PDF Report Format

The PDF report is a professionally formatted document that includes:

Executive Summary: Total registrations, revenue, unique colleges, and departments
Event Details: Complete event information including status, type, date, location, price, and creator
Sub-Event Overview: Table showing all sub-events with their status, registrations, and prices
Registration Details Table: Comprehensive list of all registrations with:
- Name, Email, Phone, College, Department, Year
- Registration ID, Payment Amount, Payment Status
- Registered Date, Team Name (if applicable)
- Accommodation and Food Coupon status
Financial Summary: Total revenue breakdown and payment statistics
Page Headers/Footers: Event title and page numbers

Excel/CSV Report Format

The CSV (Comma-Separated Values) file is perfect for data analysis and includes:

Header Row: Column names for easy identification
Registration Data: Each row contains one registration with the following columns:
- Name, Email, Phone, College, Department, Year
- Registration ID, Payment Amount, Payment Status
- Registered At (formatted date/time), Team Name
- Accommodation (Yes/No), Food Coupon (Yes/No)
File Naming: Automatically named as EventTitle_registrations_YYYYMMDD.csv
Compatibility: Opens in Excel, Google Sheets, and any spreadsheet application

Report Contents

Both formats include comprehensive data:

Event summary and complete details
All registration information with full attendee details
Payment information including transaction IDs and payment status
Verification status for tickets and food coupons
Financial summary and statistics
Sub-event breakdown (if applicable)
Team information for team events
Accommodation and food coupon details

💡 Tips

Use PDF format for official reports, printing, or sharing with stakeholders
Use CSV format for data analysis, filtering, sorting, or importing into other systems
Download reports periodically during the event as backups
CSV files can be easily imported into accounting software or databases
PDF reports maintain formatting and are ideal for presentations

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Authorized Emails Management (Volunteers)

Control who can access and manage your event by authorizing specific email addresses. This feature allows you to delegate event management responsibilities to team members, volunteers, or co-organizers.

What Are Authorized Emails?

Authorized emails are email addresses that have full access to manage an event. These users can:

View all event details and settings
Access registration data and analytics
Use QR code scanning for check-in and verification
Download event reports
View financial overview and statistics
Manage registrations (view, search, delete)
Access sub-event management (if applicable)

How to Add Authorized Emails

Navigate to the event management detail page
Scroll to the "Authorized Emails" section
Click the "+" (Add) button next to "Authorized Emails" heading
Enter the email address in the dialog box
Click "Add" to authorize the email
The email will be added to the authorized list immediately

Note: The email address must be valid and the user must have a Vihaya account with that email to access the event.

How to Remove Authorized Emails

Navigate to the event management detail page
Scroll to the "Authorized Emails" section
Find the email you want to remove from the list
Click the delete icon (trash) next to the email
Confirm the removal in the confirmation dialog
The email will be removed and lose access immediately

Event Creator vs Authorized Emails

Event Creator: The person who created the event has permanent access and cannot be removed
Authorized Emails: Additional emails that can be added or removed by the event creator
The creator's email is displayed separately and marked as read-only
You cannot add the creator's email to the authorized list (it's already authorized by default)

Sub-Event Authorization

For events with sub-events, you can authorize emails at two levels:

Event Level: Authorized emails can manage the entire event and all sub-events
Sub-Event Level: You can authorize specific emails to manage only individual sub-events
This allows for granular access control and distributed event management
Sub-event authorized emails can only access their assigned sub-event, not the parent event

💡 Best Practices

Only authorize emails of trusted team members or volunteers
Use sub-event authorization for large events with multiple teams
Remove authorization immediately when someone is no longer part of the team
Keep the authorized list small to maintain security
Communicate with authorized users about their access and responsibilities

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Real-Time Updates

All event data updates automatically using real-time database streams. No manual refresh needed.

Automatic Updates

The following update in real-time:

Registration count and list
Analytics and financial metrics
Verification status changes
Payment status updates
Sub-event registration counts

Benefits

Always see current data without refreshing
Immediate visibility of new registrations
Instant updates when tickets are verified
Real-time financial tracking
No data lag or synchronization issues

Best Practices for Event Day

Tips for effectively using in-event features during your event:

Prepare Beforehand: Familiarize yourself with the dashboard and features before the event day
Multiple Devices: Have multiple devices ready for QR scanning at different check-in points
Monitor Analytics: Keep an eye on real-time analytics to track event progress
Use Search: Quickly find attendees using the search function when needed
Download Reports: Periodically download reports as backups during the event
Delegate Access: Authorize team members' emails for distributed management
Separate Stations: Use different devices/stations for ticket verification and food coupon verification
Internet Connection: Ensure stable internet for real-time updates to work properly

Mobile Access

All in-event features are fully accessible on mobile devices, making it easy to manage events on the go.

Mobile Features

Responsive design that works on all screen sizes
Mobile-optimized QR scanner using device camera
Touch-friendly interface for easy navigation
Offline capability for viewing cached data
Quick access to all features from mobile dashboard