Create and Manage Institutional Events

Create and Manage Institutional Events

Organize campus events, track registrations, and integrate with alumni groups for community engagement.

Time: 10–15 minutes per event Module: OpenEduCat Event Enterprise, OpenEduCat Alumni Event Enterprise Permissions: Event Manager or Administrator

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Prerequisites

• Website Event module installed
• Alumni module configured (for alumni events)
• Event types defined
• Access to Events or Alumni Event menu

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Overview

The Event Management system enables:

• Campus-wide event organization
• Online registration and ticketing
• Alumni group event integration
• Website publishing
• Mobile app event listing
• Attendee tracking

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Module Architecture

openeducat_event_enterprise
├── Extends Odoo website_event
├── Mobile app integration
└── Student event filtering

openeducat_alumni_event_enterprise
├── Links events to alumni groups
├── Portal event display
└── Alumni-specific features

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Steps

1. Create a Campus Event

1. Navigate to Events or Website → Events
2. Click New
3. Complete the event form:

Field	Action
Event Name	Enter event title
Date Start	Set start date and time
Date End	Set end date and time
Timezone	Select event timezone
Location	Select or create venue (partner)
Organizer	Select organizing entity
Event Type	Select category

4. Configure Tickets tab:

   • Click Add a line
   • Enter ticket name, price, deadline
   • Set maximum registrations

5. Configure Options tab:

   • Website publishing settings
   • Registration options
   • Communication templates

6. Click Save

2. Create an Alumni Group Event

For events specific to alumni groups:

1. Navigate to Alumni → Alumni Groups
2. Open the alumni group record
3. Click Events stat button
4. Click New
5. Complete the form:

Field	Action
Event Name	Enter event title
Alumni Group	Auto-filled from context
Date Start/End	Set event dates
Location	Select venue
Organizer	Select organizer

6. Click Save

Alternative method:

1. Navigate to Events
2. Click New
3. In the form, select Alumni Group field
4. Complete remaining details

3. Publish Event to Website

1. Open the event record
2. Click Publish toggle or button
3. Event becomes visible on website
4. Students and alumni can register online

Website Display:

• Event listing page
• Individual event details
• Registration form
• Ticket selection

4. Track Registrations

1. Open an event record

2. Navigate to Registrations tab

3. View:

   • Attendee names
   • Registration status
   • Ticket types
   • Payment status

4. Export registration list if needed

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Alumni Portal Event Display

For alumni groups, events appear on the portal:

Portal Layout

Our Events Section:

• Date display (day, month, time)
• Event name (linked to website)
• Participating badge (if registered)
• Unpublished badge (for admins)
• Organizer name
• Event category

Our Forum Section:

• Related forum discussions
• Post counts
• Forum links

Event Card Details

Element	Display
Date Box	Day number, Month name, Time
Event Title	Linked to event URL
Status Badges	Participating, Unpublished
Organizer	Organization name
Category	Event type

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Mobile App Integration

The search_read_for_app() method provides event data for mobile apps:

API Response Structure

{
  "upcomming_event": [
    {
      "name": "Event Title",
      "date_begin": "2024-01-15 10:00:00",
      "date_end": "2024-01-15 18:00:00",
      "location": {
        "street": "123 Main St",
        "city": "City Name",
        "state": "State",
        "zip": "12345",
        "country": "Country"
      },
      "organizer": "Organization Name",
      "event_type": "Category",
      "tickets": [
        {"name": "General", "price": 50.00, "deadline": "2024-01-10"}
      ]
    }
  ],
  "past_event": []
}

Event Filtering

• Student users only: Non-students excluded from app data
• Upcoming vs Past: Based on current date and date_begin
• Non-draft events: Published events only

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Field Reference

Event Model Extension (event.event)

Field	Technical Name	Type	Description
Alumni Group	alumni_event_id	Many2one	Links to op.alumni.group

Alumni Group Extension (op.alumni.group)

Field	Technical Name	Type	Description
Events	event_ids	One2many	Related events
Event Count	event_count	Integer	Computed event total

Base Event Fields (Inherited)

Field	Technical Name	Type	Description
Name	name	Char	Event title
Date Begin	date_begin	Datetime	Start date/time
Date End	date_end	Datetime	End date/time
Timezone	date_tz	Char	Event timezone
Address	address_id	Many2one	Venue (res.partner)
Organizer	organizer_id	Many2one	Organizing entity
Event Type	event_type_id	Many2one	Category
Tickets	event_ticket_ids	One2many	Ticket options
State	state	Selection	Event status
Published	website_published	Boolean	Website visibility
Registrations	registration_ids	One2many	Attendee list

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Event States

State	Description
Draft	Event being prepared
Confirm	Event confirmed
Done	Event completed
Cancel	Event cancelled

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Event Types

Configure event categories:

1. Navigate to Events → Configuration → Event Types

2. Click New

3. Enter:

   • Type name (e.g., “Academic”, “Social”, “Sports”)
   • Default settings

4. Click Save

Common Types:

• Academic Events
• Social Gatherings
• Sports Events
• Cultural Programs
• Alumni Reunions
• Annual Functions
• Music Festivals

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Ticket Management

Create Ticket Types

1. Open event record
2. Navigate to Tickets tab
3. Click Add a line
4. Configure:

Field	Action
Name	Ticket type (e.g., “General”, “VIP”)
Price	Ticket cost
Deadline	Registration deadline
Maximum	Capacity limit

Track Ticket Sales

• View sold tickets in registrations
• Monitor availability
• Export sales reports

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Demo Data

The module includes sample events:

Event	Type	Duration
Sports Event	Athletics	2 days
Music Festival	Cultural	1 day
Annual Function	Social	Same day

Each linked to corresponding alumni groups.

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Troubleshooting

Issue	Cause	Solution
Event not on website	Not published	Toggle publish status
No registration option	Tickets not configured	Add ticket types
Alumni can’t see event	Wrong group or unpublished	Check alumni_event_id and publish
App not showing events	User not a student	Verify student role
Location missing	Address not set	Configure venue partner
Past event in upcoming	Date misconfigured	Check date_begin

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Best Practices

1. Clear titles: Use descriptive event names
2. Complete details: Fill venue, dates, organizer
3. Set capacity: Define maximum registrations
4. Early publishing: Publish well before event date
5. Category consistency: Use standard event types
6. Alumni linking: Connect events to relevant groups
7. Ticket deadlines: Set reasonable registration cutoffs

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Website Features

Event Listing Page

• All published events
• Filtering by category
• Date-based sorting
• Search functionality

Event Detail Page

• Full event description
• Location with map
• Date and time
• Organizer info
• Registration form
• Ticket selection

Registration Form

• Attendee information
• Ticket selection
• Payment processing
• Confirmation email

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Security Notes

Role	Capabilities
Event Manager	Create, edit, publish events
Administrator	Full access including delete
Alumni Users	View published events on portal
Students	View events via app (if is_student)

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Portal Controller

The AlumniEvent controller extends alumni portal:

1. Loads alumni group details
2. Fetches published events for group
3. Fetches related forum
4. Passes to template for rendering

Filter criteria:

• alumni_event_id matches group
• website_published is True

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Related Tasks

• Configure Event Types
• Manage Alumni Groups
• Set Up Website Events