359 lines
18 KiB
Markdown
359 lines
18 KiB
Markdown
# Rajalakshmi Institute of Technology (RIT) Events Hub — System Documentation
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Welcome to the comprehensive system documentation for the **RIT Events Hub**, a premium, high-fidelity academic event management, tracking, and auditing portal designed for Rajalakshmi Institute of Technology.
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This document provides a complete breakdown of the website's architecture, user roles, file structures, database schema, operational workflows, and features, accompanied by a detailed site map.
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---
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## 1. Overview & Core Mission
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The **RIT Events Hub** is an institutional web application designed to digitize and manage the entire lifecycle of college events. It replaces manual event scheduling, paper registrations, physical ticket checks, and fragmented certificate auditing with a unified, secure portal.
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### Key Objectives:
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* **Decentralized Event Creation:** Enable faculty members to coordinate, schedule, and estimate budgets for departmental activities.
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* **Hierarchical Approvals:** Ensure events undergo appropriate institutional oversight through a HOD-to-Admin approval pipeline.
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* **Intelligent Resource Management:** Prevent venue conflicts and respect departmental/sectional seat quotas.
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* **Continuous Verification for Students:** Link student attendance, certificate uploads, and On-Duty (OD) approvals step-by-step.
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* **Security & Accessibility:** Provide separate, secure authentication models for internal students, external students, coordinators (faculty/HOD), and administrators.
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---
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## 2. Technology Stack & Integrations
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The platform is built using a modern, fast, and secure web development stack:
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| Layer | Technology | Description |
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| :--- | :--- | :--- |
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| **Frontend Framework** | React (v19), TypeScript, Vite | Multi-page single-page application (SPA) state-managed structure. |
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| **Styling & Icons** | Tailwind CSS (CDN), FontAwesome | Curated responsive styling using professional color palettes (Deep Blue `#004a99` and Academic Orange `#f97316`). |
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| **Backend & Auth** | Supabase (PostgreSQL, Storage, Auth) | Manages authentication, row-level security (RLS), document uploads, and database queries. |
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| **PDF Generation** | `jspdf` & `jspdf-autotable` | Compiles detailed, printable event proposals containing budget sheets, schedules, and resource details. |
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| **Layout Tools** | `html2canvas` | Used to capture ticket layouts for student downloads. |
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| **Fonts** | Google Fonts (Inter, Playfair Display) | Custom typography reflecting academic elegance. |
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---
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## 3. Database Schema
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The database relies on a PostgreSQL schema managed via Supabase. Below are the primary tables and relations:
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### `Studentusers` (Internal Students)
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* `id` (UUID, Primary Key, references auth.users)
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* `name` (Text)
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* `email` (Text, Unique)
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* `reg_no` (Text, Unique)
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* `phone` (Text)
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* `department` (Text)
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* `year` (Text)
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* `section` (Text)
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* `college_name` (Text - Default: 'RAJALAKSHMI INSTITUTE OF TECHNOLOGY')
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* `updated_at` (Timestamp)
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### `externalusers` (External Students)
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* `id` (UUID, Primary Key, references auth.users)
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* `name` (Text)
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* `email` (Text, Unique)
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* `reg_no` (Text)
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* `phone` (Text)
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* `department` (Text)
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* `year` (Text)
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* `section` (Text)
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* `college` (Text)
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* `college_location` (Text)
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* `gender` (Text)
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* `updated_at` (Timestamp)
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### `Facultyusers` (Coordinators & HODs)
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* `id` (UUID, Primary Key, references auth.users)
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* `name` (Text)
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* `email` (Text, Unique)
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* `dept` (Text)
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* `role` (Text - e.g., 'Faculty', 'HOD', 'System Admin')
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* `phone` (Text)
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* `profile_photo` (Text - URL)
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* `updated_at` (Timestamp)
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### `Adminusers` (Principal / Director / Administrators)
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* `id` (UUID, Primary Key, references auth.users)
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* `name` (Text)
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* `email` (Text, Unique)
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* `dept` (Text - 'Administration')
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* `updated_at` (Timestamp)
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### `events`
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* `id` (UUID, Primary Key)
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* `title` (Text)
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* `location` (Text - Venue name)
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* `date` (Text - Standard format)
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* `category` (Text - 'TECHNICAL' \| 'NON-TECHNICAL' \| 'WORKSHOP' \| 'CENTRE-ACTIVITY')
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* `domain` (Text - references domains.name)
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* `pricing_type` (Text - 'FREE' \| 'PAID')
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* `coordinator` (Text - Coordinator Name)
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* `club` (Text)
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* `image` (Text - Supabase storage URL)
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* `status` (Text - 'Scheduled' \| 'Event Ongoing' \| 'Completed')
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* `max_participants` (Integer)
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* `registration_deadline` (Timestamp)
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* `duration_days` (Integer)
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* `event_summary` (Text)
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* `is_team_event` (Boolean)
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* `team_size_limit` (Integer)
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* `team_composition` (Text - 'MIXED' \| 'INTER_DEPT')
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* `participant_type` (Text - 'INTERNAL' \| 'EXTERNAL' \| 'BOTH')
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* `verification_status` (Text - 'PENDING' \| 'PENDING_HOD' \| 'PENDING_ADMIN' \| 'APPROVED' \| 'REJECTED')
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* `refreshment_expense` (Numeric)
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* `transportation_expense` (Numeric)
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* `session_coverage_fee` (Numeric)
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* `total_expense` (Numeric)
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* `conducting_dept` (Text)
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* `created_by` (UUID, references auth.users)
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* `request_by_faculty` (Timestamp)
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* `request_by_hod` (Timestamp)
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### `event_schedule` (Session/Batch Slots)
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* `id` (UUID, Primary Key)
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* `event_id` (UUID, references events.id)
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* `day_idx` (Integer)
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* `batch_idx` (Integer)
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* `date` (Text)
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* `start_time` (Text)
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* `end_time` (Text)
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### `resource_persons` (Guest Details)
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* `id` (UUID, Primary Key)
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* `event_id` (UUID, references events.id)
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* `day_idx` (Integer)
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* `batch_idx` (Integer)
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* `schedule_id` (UUID, references event_schedule.id)
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* `type` (Text - 'INTERNAL' \| 'EXTERNAL')
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* `name` (Text)
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* `dept` (Text)
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* `college_name` (Text)
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* `phone` (Text)
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* `email` (Text)
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### `event_dept_limits` (Departmental Seat Allocations)
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* `id` (UUID, Primary Key)
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* `event_id` (UUID, references events.id)
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* `department` (Text)
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* `max_seats` (Integer)
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* `section_limits` (JSONB - Maps sections (A, B, C...) to integer limits)
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### `registrations` (Student Bookings)
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* `id` (Text, Primary Key - Structured as `${userId}_${eventId}`)
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* `user_id` (UUID, references auth.users)
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* `event_id` (UUID, references events.id)
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* `user_email` (Text)
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* `user_name` (Text)
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* `reg_no` (Text)
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* `phone` (Text)
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* `gender` (Text)
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* `dept` (Text)
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* `section` (Text)
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* `year` (Text)
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* `college` (Text)
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* `payment_status` (Text - 'PENDING' \| 'COMPLETED')
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* `registered_at` (Timestamp)
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* `team_code` (Text)
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* `team_name` (Text)
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* `is_team_leader` (Boolean)
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* `certification_url` (Text)
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* `certification_status` (Text - 'PENDING' \| 'APPROVED' \| 'REJECTED')
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* `od_url` (Text)
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* `od` (Boolean - OD approval)
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### `announcements` (Notice Board)
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* `id` (UUID, Primary Key)
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* `title` (Text)
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* `message` (Text)
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* `type` (Text - 'DELAY' \| 'INFO' \| 'URGENT' \| 'ENDED' \| 'ONGOING')
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* `event_id` (UUID, references events.id)
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* `timestamp` (Timestamp)
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* `expires_at` (Timestamp)
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### `special_events` (Symposiums & External Links)
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* `id` (UUID, Primary Key)
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* `title` (Text)
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* `description` (Text)
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* `link` (Text)
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* `created_by` (UUID)
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* `is_active` (Boolean)
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* `verification_status` (Text - 'PENDING' \| 'APPROVED' \| 'REJECTED')
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### `domains`
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* `id` (UUID, Primary Key)
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* `name` (Text, Unique)
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* `category` (Text)
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* `image` (Text)
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* `status` (Text - 'PENDING' \| 'APPROVED' \| 'REJECTED')
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* `description` (Text)
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---
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## 4. Operational Workflows & Key Logic
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### A. Core Blockage (Preventing Registration Overhead)
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To maintain academic integrity, a student **cannot register for any new events** if they have an unfinalized event from the past.
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* **Condition:** If a student is registered for an event that has completed (`status === 'Completed'`), they must upload their certificate and obtain coordinator approval (`certification_status === 'APPROVED'`) and OD status before the system allows them to click "Register" on any future catalog events.
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### B. Overlap Prevention (Intelligent Venue Booking)
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During event creation, coordinates are validated against active bookings:
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* **Conflict Condition:** When a coordinator selects a venue and date, the system queries existing approved/pending events. If another event occupies the same location, and the date ranges overlap based on the `durationDays`, that venue will be flagged as "Booked" or "Under Verification" in the dropdown, disabling selection.
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### C. Quota-Constrained Bookings (Sectional & Departmental Caps)
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The event organizer can set constraints for RIT students:
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1. **Department Limits:** Limits registration to `X` seats per department.
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2. **Section Limits:** Further restricts seats down to individual sections (e.g., CSE section `A` gets 10 seats, section `B` gets 5 seats).
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3. **Validation:** When a student attempts registration, the system evaluates their profile (department, section) and checks the respective quota counts in the `registrations` table. If the quota is full, booking is blocked.
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### D. Team play Alliance (Team Registrations)
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* For team events, the first student registers and clicks "Form Team", which inserts a random 6-character alphanumeric code (`team_code`) and designates them as `is_team_leader`.
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* Subsequent students register for the event, click "Join Team", and input the code. The system verifies the team is not full (respecting `teamSizeLimit`) and matches `INTER_DEPT` composition requirements before assigning the `team_code` to their registration.
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### E. Proposal PDF Compile
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Coordinators and Admin can generate a standardized PDF proposal containing:
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1. General overview (departments, clubs, metadata).
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2. Logistical details (location, dates, capacity, formats).
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3. Day-by-day itineraries mapped to guest resource persons and timings.
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4. Departmental seat allocation tables.
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5. Financial projections (Refreshment + Transportation + Session Fees = Total projected budget).
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6. Signature/Verification box showing HOD & Admin approval timestamps.
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---
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## 5. Portal Flow & Visual Site Map
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### A. Navigational Site Map Structure
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```
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[WELCOME GATEWAY]
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│
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├── STUDENT PORTAL ────► [STUDENT AUTH (Login / Sign Up)]
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│ │
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│ ├── HOME DASHBOARD (Notices, Banner, Stats)
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│ ├── EVENTS CATALOG (Details, Booking, Team Play)
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│ ├── REGISTRATIONS (QR Tickets, Track Progress)
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│ ├── STATUS TRACKER (Detailed Lifecycle Step Visualizer)
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│ └── PROFILE VIEW (Update Info, Uploaded Credentials)
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│
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├── FACULTY PORTAL ────► [COORDINATOR AUTH (Faculty / HOD)]
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│ │
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│ ├── OVERVIEW (Metrics & Quick Gateways)
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│ ├── GENERATE EVENTS (Normal, Special, Domains)
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│ ├── CREATIONS REGISTRY (Manage Owned Events, Edit/Delete)
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│ ├── STATUS TRACKER (Verify Certificates, Audit ODs)
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│ ├── EVENT STATUS CONTROL (Announcements, Status Updates)
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│ ├── ATTENDANCE CONSOLE (Mark Student Attendance)
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│ ├── PARTICIPANTS console (Download Rosters)
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│ ├── PROFILE / LOG OUT
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│ └── HOD VERIFICATION (HOD only - Review Departmental Proposals)
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│
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└── ADMIN PORTAL ──────► [ADMIN AUTH (Principal / Director / System Admin)]
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│
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├── OVERVIEW (System Metrics)
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├── VERIFICATION QUEUE (Standard Events, Special Events, Domains)
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├── USER MANAGEMENT CONSOLE (Update Profiles, Change Roles)
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├── VENUE TRACKER CALENDAR (Visual Schedule & Collision Map)
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├── STATUS TRACKER (Audit all college certifications)
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├── GLOBAL NOTICES (Institutional notices)
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└── PROFILE / LOG OUT
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```
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### B. High-Fidelity Mermaid Routing Diagram
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```mermaid
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graph TD
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%% Base Gateways
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Welcome[Welcome Screen] -->|Select STUDENT| StudentAuth[Student Authentication]
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Welcome -->|Select COORDINATOR| FacultyAuth[Faculty / HOD Authentication]
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Welcome -->|Select ADMIN| AdminAuth[System Admin Authentication]
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%% Student Pathways
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StudentAuth -->|Authenticated| StudentDash[Student Dashboard]
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StudentDash --> SHome[Home Dashboard]
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StudentDash --> SEvents[Events Catalog]
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StudentDash --> SRegs[Registrations & QR Tickets]
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StudentDash --> STrack[Event Status Tracker]
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StudentDash --> SProfile[Student Profile]
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SEvents -->|Register & Form/Join Team| STrack
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SRegs -->|Verify Status / Upload Certificate| STrack
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%% Faculty Pathways
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FacultyAuth -->|Select Access Level| FacultyLvl{Access Level}
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FacultyLvl -->|Faculty| FacultyOverview[Faculty Dashboard]
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FacultyLvl -->|HOD| HODOverview[Faculty Dashboard + HOD Verification]
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FacultyOverview --> FHome[Overview & Statistics]
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FacultyOverview --> FCreate[Create Event Form]
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FacultyOverview --> FCreations[Manage Creations]
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FacultyOverview --> FTracker[Status Tracker - Certificate Audit]
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FacultyOverview --> FStatus[Event Status & Notices]
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FacultyOverview --> FAttendance[Attendance Console]
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FacultyOverview --> FParticipants[Participants Console]
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FacultyOverview --> FProfile[Faculty Profile]
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HODOverview --> HVerify[HOD Verification Panel]
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HVerify -->|Accept Department Request| FTracker
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HVerify -->|Reject Request| FCreations
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%% Admin Pathways
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AdminAuth --> AdminOverview[Admin Hub]
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AdminOverview --> AHome[System Overview]
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AdminOverview --> AVerifyQueue[Verification Queue - Events/Domains/Special]
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AdminOverview --> AUsers[User Management Console]
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AdminOverview --> AVenue[Venue Tracker Calendar]
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AdminOverview --> ATracker[Status Tracker]
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AdminOverview --> ANotices[Global Announcements]
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AdminOverview --> AProfile[Admin Profile]
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%% Cross-Links
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FCreations -->|Submit Proposal| HVerify
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HVerify -->|Send to Admin Queue| AVerifyQueue
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AVerifyQueue -->|Approve Event| SEvents
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```
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---
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## 6. Directory Layout & Components Guide
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### File & Component Inventory
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* `App.tsx`: Main routing and authentication portal manager. Resolves session state, verifies metadata credentials, performs portal security checks, and loads global states.
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* `supabase.ts`: Supabase client configuration, administrative client helper, and helper functions for uploading media (images, certificates) directly to Supabase storage.
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* `types.ts`: TypeScript interfaces defining `Event`, `AppState`, `UserRole`, `StudentRequest`, `Ticket`, `ResourcePerson`, `EventSchedule`, `Announcement`, and `UserProfile`.
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* `constants.tsx`: Lists static categories, default college domain mappings, clubs, and default showcase events.
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* `utils/pdfGenerator.ts`: Handles compiling and exporting the official document proposals for verified events using `jspdf`.
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#### Components Directory (`/components/`):
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1. `WelcomeScreen.tsx`: Entrance portal page displaying entry gates for students, faculty coordinators, and admins.
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2. `LoginForm.tsx`: sliding dual-panel login and sign up form handling internal/external student data collection and role checks.
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3. `Dashboard.tsx`: Base container routing student pages.
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4. `HomeDashboard.tsx`: Displays active announcements, stats, special events, and links to catalogs.
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5. `Hero.tsx`: Dynamic slide search and welcome banner for students.
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6. `UpcomingEventsSlider.tsx`: Auto-scrolling showcase slider displaying upcoming events.
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7. `AboutHubSection.tsx`: Summary presentation card describing the Events Hub platform.
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8. `StatsSection.tsx`: Shows real-time totals of events, participants, and clubs.
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9. `AboutSection.tsx`: Institutional overview details, college details, and guidelines.
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10. `ContactSection.tsx`: Map coordinates, support addresses, and telephone details for college portals.
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11. `EventList.tsx`: Searchable list displaying approved events by domain filter and category.
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12. `EventCard.tsx`: Display card for events containing metadata triggers, register commands, and status links.
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13. `RegistrationsView.tsx`: Displays registered ticket vouchers. Generates ticket QR code cards capturing registration details, allowing downloading ticket PDFs.
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14. `StatusTrackerView.tsx`: visual step progress checker showing the student their certificate review, attendance logs, and OD approvals.
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15. `ProfileView.tsx`: Form for students to edit profile settings and view academic transcripts.
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16. `AdminLandingPage.tsx`: Base dashboard routing all Coordinator actions.
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17. `CreateEventForm.tsx`: Multi-step event proposal compiler managing budgets, itineraries, and quotas.
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18. `CreateSpecialEventsView.tsx`: Allows coordinators to publish external program links.
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19. `CreateDomainView.tsx`: Form to submit new technical/non-technical domains for college audit.
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20. `AdminStatusTrackerView.tsx`: Review board for coordinators/admins to check student certificate uploads, verify details, and approve OD statuses.
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21. `AdminEventStatusView.tsx`: Controls notifications, notice updates, and events status transitions.
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22. `FacultyParticipantsView.tsx`: Table listing students registered for an event with search/filter.
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23. `FacultyAttendanceView.tsx`: Logs session-by-session student attendance check-ins.
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24. `FacultyProfileView.tsx`: Base profile for faculty.
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25. `FacultyDashboard.tsx`: Console routing Admin actions.
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26. `UserManagementView.tsx`: Table displaying all registered users. Admins can edit profile metadata, manually add students, or alter roles.
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27. `TicketVerificationView.tsx`: Camera/code scanner allowing organizers to scan student ticket QR codes and update status in real-time.
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28. `Footer.tsx`: Institutional styled footer.
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29. `PortalAnimation.tsx`: Page transitions and loading animation overlays.
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