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Beacon Event System

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Event Lifecycle

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Creating Events

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Event Form Fields

• Basic Information:
  • Event title and description
  • Date, time, and duration
  • Location and room booking (integrated with Compass)
  • Capacity and RSVP settings
• Organization Details:
  • Hosting organization
  • Event category/type
  • Target audience
  • Tags and keywords
• Additional Options:
  • Public/private visibility
  • Requires approval flag
  • Notification settings
  • Recurring event options

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Room Booking Integration

// Example event creation with room booking
const eventData = {
  title: "Study Session",
  date: "2024-01-15",
  time: "14:00",
  duration: 120,
  roomBooking: {
    roomId: "room-123",
    autoBook: true
  }
};

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Approval Workflows

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Workflow Types

1. Single Approval: One approver required
2. Sequential Approval: Multiple approvers in sequence
3. Parallel Approval: Multiple approvers simultaneously
4. Conditional Routing: Route based on event attributes

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Stakeholder Roles

• Event Coordinator: Initial review and routing
• Facilities Manager: Approve room bookings and resources
• Safety Officer: Review safety requirements
• Department Head: Final approval for department events

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Notification System

• Event Created: Notify stakeholders of new event submission
• Approval Required: Alert approvers of pending approvals
• Approved: Notify organizer of approval
• Rejected: Notify organizer with rejection reason
• Event Reminder: Notify attendees before event

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RSVP Management

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RSVP Features

• Capacity Management: Automatic capacity limits
• Waitlist: Automatic waitlist for full events
• RSVP Tracking: Real-time attendee counts
• Reminder System: Automated reminders to attendees

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Check-in System

• QR Code Check-in: Generate QR codes for event check-in
• Manual Check-in: Staff can manually check in attendees
• Attendance Tracking: Real-time attendance monitoring

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Event Promotion

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Promotion Channels

• Engagement Feed: Events appear in Beacon feed
• Email Notifications: Targeted email campaigns
• Push Notifications: Mobile app notifications
• Organization Pages: Display on organization profiles

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Targeting

• Specific organizations
• Student groups or cohorts
• Geographic locations
• Interest categories

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Analytics & Reporting

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Event Metrics

• RSVP Rate: Percentage of invited users who RSVP
• Attendance Rate: Percentage of RSVPs who attend
• Engagement Score: Overall event engagement metric
• Feedback: Post-event surveys and ratings

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Dashboard Views

• Event Performance: Individual event analytics
• Organization Analytics: Aggregate metrics per organization
• Campus-wide Trends: Overall event activity trends
• Approval Metrics: Workflow performance and bottlenecks

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API Integration

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Create Event

POST /api/events
{
  "title": "Event Title",
  "description": "Event description",
  "date": "2024-01-15",
  "time": "14:00",
  "organizationId": "org-123",
  "requiresApproval": true
}

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Manage RSVPs

POST /api/events/:eventId/rsvp
{
  "userId": "user-123",
  "status": "attending"
}

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Best Practices

1. Early Submission: Submit events well in advance for approval
2. Complete Information: Provide all required details upfront
3. Room Booking: Book rooms early to ensure availability
4. Promotion: Use multiple channels to promote events
5. Follow-up: Send post-event surveys to gather feedback

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Troubleshooting

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Next Steps