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Beacon Event System

The Beacon event system covers end-to-end event lifecycle: drafting, approval routing, stakeholder actions, publication, RSVP and check-in, and Beacon-scoped reporting. Feeds and notifications are consumers of that pipeline, not the definition of the module.

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Event Lifecycle

1

Create Event

Organizers create events with details, location, and room booking
2

Submit for Approval

Events are automatically routed to appropriate stakeholders based on workflow configuration
3

Approval Process

Stakeholders review and approve events through automated workflows
4

Event Goes Live

Approved events appear in engagement feeds and become available for RSVP
5

Event Execution

Check-in attendees and manage event logistics
6

Post-Event Analytics

Review attendance, engagement metrics, and feedback

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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

Events can automatically book rooms through Compass: 
// 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

Common roles in approval workflows:
  • 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

Automated notifications sent at each stage:
  • 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

Events can be targeted to:
  • 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

Check that the event is approved and marked as public. Verify event date is in the future.
Check workflow configuration. Verify stakeholders are assigned correctly and notifications are being sent.
Ensure room is available at requested time. Check room capacity matches event capacity.

Beacon overview

How Beacon fits next to Compass and Atlas, and where reporting lives.

Approval workflows

Stakeholders, routing rules, and lifecycle gates on this page.

Who uses Beacon

Organizers, approvers, and admins in the Beacon overview.

Event dashboard (Atlas)

Org-facing event management, agendas, and readiness on top of shared event data.

Event management API

REST documentation for org events, RSVPs, and assignments.

Platform analytics

Event pipeline and analytics that power funnel and RSVP insights.