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Usage Documentation

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Kaan Özgen edited this page Aug 5, 2025 · 9 revisions

Overview

The itestra Event Exchange Platform is a web application designed to streamline the planning and coordination of internal company events. It enables event organizers to easily create events, manage employees and guests, design seating layouts, and automatically allocate seats based on smart logic.

🔑 Key Features

  • Dashboard Overview: Real-time summary of upcoming events, participants, and dietary statistics.
  • Event Management: Create, view, edit, and delete both upcoming and past events.
  • Employee Directory: Maintain and manage employee data with filters, search, and export options.
  • Participant Assignment: Add employees and their guests to events and manage attendance.
  • Seating Layout Designer: Drag-and-drop tool for customizing venue layout with tables, chairs, and more.
  • Automatic Seat Allocation: Smart assignment of seats based on relationships and availability.
  • Data Exporting: Export event data, participant lists, dietary preferences, and seating plans.

🚀 Getting Started

1. Accessing the Dashboard

After logging in, you will be taken to the Event Management Dashboard, which displays:

  • Upcoming events
  • Participant statistics
  • Dietary preference summary
  • Quick access to event details

2. Creating a New Event ( Only by users with ADMIN role )

Navigate to the Events page and click on + Create Event. Fill in the required event information:

  • Event Name
  • Date & Time
  • Address
  • Event Type (e.g., Year End Party, Winter Event)
  • Capacity (maximum number of participants)
  • Description (optional)
  • Notes (visible only to admins)

Click Create Event to save the event.

3. Managing Events

On the Events page, you can:

  • View Upcoming and Past Events
  • Search or filter by event name, type, or date
  • Click View to access the event details

Notes:

  • Users with ADMIN role can view all events along with all event details.
  • Users with EMPLOYEE and PARTNER roles can view all events and their details, except:
    1. Admin-specific notes
    2. Dietary preference details
  • Users with the VISITOR role can only see the event that they are participating in and its details except:
    1. Admin-specific notes
    2. Dietary preference details
    3. Participant names and exact seat assignments

4. Managing Participants ( Only by users with ADMIN role )

Within an event, click on Manage Participants to:

  • Add participants manually or import a list
  • Assign guests to each employee
  • Remove participants from the list

The table displays:

  • First name, last name, email
  • Number of accompanying guests
  • Delete button for removal

5. Designing the Seat Layout ( Only by users with ADMIN role )

Click Manage Seat Allocation to enter the seating layout editor:

  • Use the Toolbox on the left to drag and drop items:
    • Rectangular tables
    • Circular tables
    • Chairs
    • Walls, arrows, and text labels
  • Arrange and rotate elements to match your venue layout
  • Click Save to preserve the design

6. Allocating Seats Automatically ( Only by users with ADMIN role )

In the seat layout editor:

  • Click Generate to automatically assign participants to available seats
  • Use the Highlight Acquainted Employees feature to group familiar coworkers
  • The right panel shows Unallocated Participants for manual adjustments
  • Save the final layout when done

7. Managing Dietary Preferences ( Only visible to users with ADMIN role )

The system aggregates and displays dietary combinations automatically:

  • Employees and Guests dietary breakdown (e.g., Fructose Free, Vegetarian)
  • Export preferences using the Export Dietary Preferences button

8. Exporting Data ( Only visible to users with ADMIN role )

From the event detail page, you can export:

  • Participant List: Names, emails, and guest counts
  • Dietary Preferences: Aggregated preferences for catering
  • Seating Plan: Final table and chair assignments
  • Seating Plan: EMPLOYEE, PARTNER and VISITORS can only see the layout without chair assignments

All exports are available in common file formats for printing or logistics.

9. Managing Employees ( Only by users with ADMIN role )

Click on the Employees tab from the sidebar:

  • View all registered employees with the following columns:
    • First and last name
    • Location
    • Date joined
    • Number of events participated
  • Filter by location or search by name/email
  • Add or import/update employees
  • Export employee list as needed

🎯 Example Use Case: Year-End Party

  1. The HR team creates a new event titled Augustiner–Keller, set for December 20, 2025.
  2. They add 148 employees and 63 guests (211 total participants).
  3. A seating layout is created to match the real venue using the layout designer.
  4. The system automatically assigns seats using smart seat allocation.
  5. The final seating chart, dietary preferences, and participant list are exported and used to prepare name tags, catering, and logistics.

🔗 Platform Access

You can access the platform here:
https://digitalproductinnovationanddevelopment.github.io/Event-Exchange-Platform

© 2025 itestra Event Exchange Platform

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