> ## Documentation Index
> Fetch the complete documentation index at: https://docs.meridian.study/llms.txt
> Use this file to discover all available pages before exploring further.

# Beacon Event System

> Event lifecycle, approval routing, stakeholders, and Beacon reporting

# 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.

## Event Lifecycle

<Steps>
  <Step title="Create Event">
    Organizers create events with details, location, and room booking
  </Step>

  <Step title="Submit for Approval">
    Events are automatically routed to appropriate stakeholders based on workflow configuration
  </Step>

  <Step title="Approval Process">
    Stakeholders review and approve events through automated workflows
  </Step>

  <Step title="Event Goes Live">
    Approved events appear in engagement feeds and become available for RSVP
  </Step>

  <Step title="Event Execution">
    Check-in attendees and manage event logistics
  </Step>

  <Step title="Post-Event Analytics">
    Review attendance, engagement metrics, and feedback
  </Step>
</Steps>

## Creating Events

### 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

### Room Booking Integration

Events can automatically book rooms through Compass:

```javascript theme={null}
// 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
  }
};
```

## Approval Workflows

### 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

### 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

### 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

## RSVP Management

### 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

### 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

## Event Promotion

### 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

### Targeting

Events can be targeted to:

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

## Analytics & Reporting

### 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

### 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

## API Integration

### Create Event

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

### Manage RSVPs

```javascript theme={null}
POST /api/events/:eventId/rsvp
{
  "userId": "user-123",
  "status": "attending"
}
```

## 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

## Troubleshooting

<AccordionGroup>
  <Accordion title="Event Not Appearing in Feed">
    Check that the event is approved and marked as public. Verify event date is in the future.
  </Accordion>

  <Accordion title="Approval Stuck">
    Check workflow configuration. Verify stakeholders are assigned correctly and notifications are being sent.
  </Accordion>

  <Accordion title="Room Booking Failed">
    Ensure room is available at requested time. Check room capacity matches event capacity.
  </Accordion>
</AccordionGroup>

## Related pages

<CardGroup cols={2}>
  <Card title="Beacon overview" icon="tower-broadcast" href="/beacon/overview">
    How Beacon fits next to Compass and Atlas, and where reporting lives.
  </Card>

  <Card title="Approval workflows" icon="sitemap" href="/beacon/events#approval-workflows">
    Stakeholders, routing rules, and lifecycle gates on this page.
  </Card>

  <Card title="Who uses Beacon" icon="users" href="/beacon/overview#who-uses-it">
    Organizers, approvers, and admins in the Beacon overview.
  </Card>

  <Card title="Event dashboard (Atlas)" icon="table-columns" href="/atlas/event-dashboard">
    Org-facing event management, agendas, and readiness on top of shared event data.
  </Card>

  <Card title="Event management API" icon="calendar" href="/api-reference/event-management">
    REST documentation for org events, RSVPs, and assignments.
  </Card>

  <Card title="Platform analytics" icon="chart-column" href="/backend/analytics-platform">
    Event pipeline and analytics that power funnel and RSVP insights.
  </Card>
</CardGroup>