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Overview

The Event Dashboard is a comprehensive interface for event managers to prepare and manage events. It provides tools for agenda management, volunteer job assignments, RSVP tracking, and event readiness monitoring.

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Features

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Overview Tab

The Overview tab provides a high-level view of event status and readiness:

Event Readiness

Checklist showing agenda publication status, job fill rates, and event publication status

RSVP Growth Chart

Visual representation of RSVP growth over time with dynamic projections

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Readiness Checks

  1. Agenda Published: Indicates whether the agenda has been explicitly published
    • Shows “Pending Changes” when agenda is modified
    • Requires explicit “Publish” action to mark as ready
  2. Jobs Filled: Tracks volunteer job coverage
    • Shows filled vs required positions
    • Progress bar turns red below 50% coverage
    • Integrated from the Jobs Manager
  3. Event Published: Indicates if the event is publicly visible

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Agenda Builder

The Agenda Builder allows event managers to create and manage event agendas:

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Key Features

  • Add, edit, and reorder agenda items
  • Publish agenda when ready
  • Automatic status tracking

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Publishing Workflow

  1. Create/Modify Agenda: When agenda items are created, updated, or deleted, isPublished is automatically set to false
  2. Review Changes: The agenda shows “Pending Changes” status
  3. Publish: Click “Publish Agenda” button to explicitly mark as published (isPublished: true)
Any modification to agenda items (create, update, delete) will reset the published status. This ensures agendas are always reviewed before being marked as complete.

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Jobs Manager

The Jobs Manager handles volunteer job assignments and tracking:

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Key Features

  • Create jobs from templates
  • Assign volunteers to positions
  • Track job coverage
  • Remove assignments when needed

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Assignment Workflow

  1. Create Job Slots: Add job positions from organization job templates
  2. Assign Volunteers: Click open slots to assign members
  3. Track Coverage: View filled vs required positions
  4. Remove Assignments: Use the remove button (X) to unassign volunteers

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Job Status

  • Fully Staffed: Jobs that have met their required count show a green badge
  • Open Slots: Placeholder slots appear for unfilled positions
  • Assignment Status: All new assignments default to 'confirmed' status
Once a job reaches its target number of members, the add dropdown is hidden and no additional members can be assigned.

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RSVP Growth Chart

The RSVP Growth Chart visualizes RSVP trends and projections:

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Features

  • Cumulative View: Shows total RSVPs over time (default)
  • Daily View: Toggle to see daily RSVP counts
  • Dynamic Projections: Future day projections adjust based on actual performance
  • Frozen Data: Past events show historical data frozen at event date

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Data Calculation

Past Days:
  • Uses original predicted cumulative targets for the required growth line
  • Actual RSVPs tracked from EventAnalytics.rsvpHistory (primary) or Event.attendees (fallback)
  • Includes guest counts in RSVP totals
Future Days:
  • Dynamically recalculates required growth based on actual performance
  • If behind schedule: increases daily required rate
  • If ahead of schedule: decreases daily required rate
  • Ensures target is still achievable by event date

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Data Sources (Priority)

  1. EventAnalytics.rsvpHistory - Most accurate, indexed timestamps
  2. Event.attendees.rsvpDate - Fallback if rsvpHistory is empty
  3. Even distribution - If only rsvpStats.going count is available

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Analytics Tab

The Analytics tab provides detailed event analytics including:
  • View counts over time
  • RSVP trends
  • Export functionality

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Schema Changes

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EventAgenda Schema

Added isPublished field: 
{
  isPublished: {
    type: Boolean,
    default: false
  }
}
Behavior:
  • Defaults to false when agenda is created
  • Set to false automatically when agenda items are modified
  • Set to true only via explicit publish action

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EventJob Assignments

Default Status: All new assignments default to 'confirmed' status with confirmedAt timestamp set. Removal: Assignments can be removed via DELETE endpoint, which removes them from the job’s assignments array.

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API Integration

The Event Dashboard integrates with the following API endpoints:
  • POST /org-event-management/{orgId}/events/{eventId}/agenda/publish - Publish agenda
  • DELETE /org-event-management/{orgId}/events/{eventId}/assignments/{assignmentId} - Remove assignment
  • GET /org-event-management/{orgId}/events/{eventId}/rsvp-growth - Get RSVP growth data
See Event Management API for complete documentation.

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Best Practices

  1. Agenda Management: Always review agenda changes before publishing
  2. Job Assignments: Monitor job coverage regularly to ensure adequate staffing
  3. RSVP Tracking: Use the growth chart to identify if additional promotion is needed
  4. Readiness Checks: Complete all readiness items before event day