Kumaraguru Events Portal

The Kumaraguru Events Portal manages multiple events and workshops. The system uses a role-based access control (RBAC) model with two layers:

1. Go to the portal and click Continue with Google or Microsoft
2. Fill in your details: name, email, phone, college, department, year
3. Verify your email via OTP
4. You're now logged in as a Participant

1. Visit the Events page to see all published events
2. Use search (full-text), filters (category, department, date), and sorting
3. Click any event to view full details: description, rules, schedule, fees, venue
4. The Workshops page works the same way, with speaker info included

1. Open the event page and click Register
2. Fill in any custom form fields the event requires (e.g., T-shirt size, dietary preference)
3. Free event: Registration is instantly confirmed
4. Paid event: You'll be redirected to Razorpay to complete payment
5. After payment, your status changes to Confirmed
6. If the event is full, you'll be placed on a Waitlist

Same flow as events. Workshops do not have team support, so registration is always individual.

1. Some events require teams. You can create a team (become the leader) or join an existing one
2. As a leader: Create the team, then invite members by their email
3. Invited members receive an invitation link (via email)
4. Members click the link to accept and join the team
5. Once all members join, the team status becomes Confirmed
6. Payment: The leader can pay for everyone, or each member pays individually (depends on event settings)

Visit /dashboard to see:

• All your event and workshop registrations with current status
• Payment history and transaction details
• Your teams and team invitations
• Feedback forms for completed events

1. A Super Admin, Developer Admin, or relevant admin assigns you
2. They go to Admin → Add Admin → Event Coordinator (or Workshop Coordinator)
3. They search for your user account and assign you to specific event(s)/workshop(s)
4. You now see a Coordinator section in your admin sidebar

1. Log in and go to Admin → Coordinator → Events
2. Select your assigned event
3. Go to Registered to see who signed up
4. Go to Attendance to check people in as they arrive
5. If it's a competition, go to Rounds to set up elimination rounds
6. Add qualifying participants to each round
7. After the final round, go to Winners to record results
8. Go to Email to send any announcements

1. Go to Admin → Events → Create
2. Fill in: title, description, category, sub-category, department
3. Set dates: start date, end date, registration deadline
4. Set capacity (max registrations) and venue
5. Configure team settings if needed (min/max members, payment method)
6. Upload event image / banner
7. If the event is free, set payment_needed = No
8. If the event is paid, set the registration fee and select a Razorpay account
9. Save as Draft

Free Event

Paid Event (requires Cashier approval)

Cancellation (from any active state)

1. Go to Admin → Events → List to see all events
2. Click an event to edit details, change status, or view registrations
3. Use Event Dashboard for registration stats and analytics
4. Manage Categories and Sub-categories under Settings
5. Assign Event Coordinators for on-ground management
6. View Email Reports to track all notifications sent

1. Go to Admin → Events → Combos → Create
2. Give the combo a title, description, and image
3. Select 2 to 25 events to bundle together
4. Set a combined price (should be less than the sum of individual prices)
5. If paid, it goes through Cashier approval just like regular events
6. Publish the combo for participants to register

1. Go to Admin → Workshops → Create
2. Fill in: title, description, category, department
3. Set dates, capacity, and venue
4. Add speaker details (name, bio, photo, organization)
5. Configure pricing (free or paid)
6. Save and publish (paid workshops need Cashier approval)

1. Go to Admin → Cashier → Approvals
2. You'll see events/workshops with status "Awaiting Cashier Approval"
3. Review the event details, pricing, and Razorpay account configuration
4. Click Approve to publish the event, or Reject with a reason
5. Approved events automatically move to Published status

1. Go to Admin → Payments → Transactions to see all transactions
2. Filter by status (Completed, Pending, Failed), type, date range
3. Click a transaction to see full details including Razorpay references
4. Use God's Eye for advanced lookups (search by any field)

1. Go to Admin → Payments → Refunds
2. Find the transaction to refund
3. Initiate the refund — this processes through Razorpay
4. Transaction status changes to Refunded
5. Registration payment status also updates to Refunded

1. For cash/offline payments, go to Payments → Event Entry (or Workshop Entry)
2. Search for the participant
3. Record the payment method (Cash, UPI, Card, Bank Transfer)
4. Confirm the registration manually

1. Go to Admin → Settings → Razorpay Accounts
2. Add multiple Razorpay accounts (useful for different departments or sponsors)
3. Each event/workshop can be linked to a specific Razorpay account
4. Payments are routed to the correct account automatically

1. Go to Admin → Contribution Forms → Create
2. Set the form name, slug (URL-friendly name), and description
3. Upload a banner image
4. Choose whether payment is required (set amount if yes)
5. Save as Draft

1. Open the form and go to Questions
2. Add questions of various types:

1. Go to Admin → Contribution Forms → (select form) → Responses
2. View all submitted responses with their data
3. Each response can be Approved or Rejected
4. Download file uploads from responses

1. Go to Admin → Users → All Users
2. Search for users by name, email, or phone
3. View user details: role, groups, registrations, transactions
4. Use Bulk Registration (Settings → Bulk Registration) to import multiple users at once

1. Go to Admin → Groups to see all 6 admin groups
2. Click a group to see its current members
3. Add or remove members from groups
4. Assign coordinators via Add Admin → Event/Workshop Coordinator

1. Go to Admin → Activity Log
2. See an audit trail of all admin actions (who did what, when)
3. Filter by admin user, action type, or date range

• Assign other users as Super Admins
• Access every section of the admin panel
• Override any event/workshop access restrictions
• Manage all admin groups and their members
• Access settings that other admin groups cannot

1. Go to Admin → Add Admin
2. Select the role type you want to assign:
   • Super Admin — full access
   • Developer Admin — system config
   • Events Admin — event management
   • Workshops Admin — workshop management
   • Cashier Admin — payment management
   • Forms Admin — form management
   • Event Coordinator — specific event access
   • Workshop Coordinator — specific workshop access
3. Search for the user by name or email
4. Select and confirm the assignment
5. The user will now see the relevant admin sidebar sections on their next login

1. Events Admin creates a new event in Draft status
2. Fills in all details: title, description, dates, venue, pricing, team settings
3. If paid: submits for Cashier approval (status → Awaiting Cashier Approval)
4. Cashier Admin reviews and approves (status → Published)
5. Event appears on the public portal for Participants to browse
6. Participants register and pay (registrations created, transactions processed)
7. Event Coordinator manages on-ground: attendance, rounds, winners
8. After the event, admin marks it as Completed
9. Participants can submit feedback

1. Go to the event page that requires teams
2. Click Create Team
3. You become the Team Leader
4. Invite members by entering their email addresses
5. Each member gets an invitation email with a unique link
6. Members click the link to accept and join your team
7. Team status updates as members join

1. Participant clicks Register on an event/workshop/combo
2. System creates a Razorpay order (Transaction status: Initiated)
3. Razorpay checkout opens (card/UPI/wallet selection)
4. Participant completes payment on Razorpay
5. System verifies the payment signature with Razorpay
6. Transaction status → Completed
7. Registration status → Confirmed
8. Confirmation email sent to participant

The system supports multiple Razorpay accounts. Different events/workshops can route payments to different accounts. This is useful when:

• Different departments manage their own funds
• External sponsors handle their own payment processing
• Multiple festivals run simultaneously

Categories group your events and workshops by type (e.g., "Technical", "Cultural", "Sports", "Gaming"). Every event and workshop must belong to a category.

Fields

Steps

1. Go to Admin → Settings → Categories
2. Click Add Category
3. Enter the name (e.g., "Technical", "Cultural", "Sports")
4. Choose the type — set to both if the category applies to events and workshops
5. Optionally add a description
6. Save. Repeat for all your categories

Sub-categories provide a second level of organization under each category. For example, under "Technical" you might have "Coding", "Robotics", "Paper Presentation".

Fields

Steps

1. Go to Admin → Settings → Sub-Categories
2. Click Add Sub-Category
3. Select the parent category from the dropdown
4. Enter the sub-category name
5. Save. Repeat for all sub-categories

Departments represent the academic/organizational units in your institution (e.g., "Computer Science", "Mechanical Engineering", "MBA"). They are used to track which department hosts an event and to categorize participants.

Fields

Steps

1. Go to Admin → Settings → Departments
2. Click Add Department
3. Enter the department name and optional code
4. Save. Repeat for all departments in your institution

Institutions represent the colleges and organizations that participants belong to. When a participant registers, they select their institution from this list. This is especially important for inter-college festivals.

Fields

Steps

1. Go to Admin → Settings → Institutions
2. Click Add Institution
3. Enter the college name and city
4. Save. Repeat for all participating institutions

Venues are the physical locations where events and workshops take place — auditoriums, labs, seminar halls, open grounds, etc.

Fields

Steps

1. Go to Admin → Settings → Venues
2. Click Add Venue
3. Enter the venue name and block/building
4. Save. Repeat for all your event locations

Razorpay is the online payment gateway. You need to configure at least one account if you have paid events or workshops. The system supports up to 2 active accounts, so different departments or sponsors can receive payments separately.

Fields

Steps

1. Go to Admin → Settings → Razorpay Accounts
2. Click Add Account
3. Enter a label to identify this account
4. Paste your Razorpay Key ID and Key Secret from the Razorpay dashboard
5. Click Test Connection to verify the credentials work
6. Save the account
7. When creating a paid event, you'll select which Razorpay account to use for that event

Email templates define the format and content of automated emails sent by the system — registration confirmations, payment receipts, team invitations, refund notifications, and more.

Fields

Template Variables

Use double curly braces in the subject and body to insert dynamic content:

Steps

1. Go to Admin → Settings → Email Templates
2. You'll see existing system templates grouped by category
3. Click a template to edit its subject, body, or active status
4. Use the available variables (shown on the edit page) in your template
5. Click Send Test Email to preview how it looks in an inbox
6. Save your changes

Template Categories

Bulk registration lets you register many participants at once by uploading a CSV file. This is useful for pre-registering students from your own institution, handling offline signups, or migrating from another system. All bulk-registered users are auto-confirmed and marked as paid.

Steps

1. Go to Admin → Settings → Bulk Registration
2. Select the event you want to bulk-register users for (only published, non-team events are shown)
3. Select the user type: School Student, College Student, or Professional
4. Click Download Template to get the CSV file with the correct headers
5. Fill in the CSV with participant data (see field requirements below)
6. Upload the completed CSV file (max 10 MB)
7. Review the processing results — you'll see success/failure counts for each row

CSV Fields by User Type

What Happens After Upload

• Each row is processed individually (one failure doesn't stop others)
• If the email already exists, the system uses the existing user account
• If the email is new, a new user account is created automatically
• Duplicate registrations (same user + same event) are flagged as errors
• All successful registrations are set to Confirmed status with Completed payment
• If the event has linked forms, form responses from the CSV are submitted automatically