Congress Admin

Name, phone, club, and registration are locked for this existing delegate — only a super admin can change them. Everything else below is still editable.

Columns: name, phone, whatsapp, email, address, club_name, reg_number, is_primary, designation, sex, business_profile, dietary_preference, drink_preference, special_requests, travel_mode, travel_number, travel_datetime, arrival_point, departure_mode, departure_number, departure_datetime, departure_point, pickup_by, pickup_vehicle, pickup_phone, spoc_name, spoc_phone, notes
sex accepts M / F / Male / Female (leave blank if unknown).

Uploads are saved on the server (up to 500MB) and appear on the public dashboard loop automatically. Toggle "active" to include/exclude from the loop without deleting.

Columns: name, email, phone, company, designation, category

External people or non-members hired to help feed in data for the event. Grant them access to specific modules below — no committee membership needed.

Every checklist item across every category (Delegates, Host Members, Sponsors, Guest Speakers, Guest Visitors), rolled up by which committee is responsible for actually delivering it. "Unassigned" means no committee owns it yet.

Move everything from one committee to another in one action — handy if a committee is overloaded or its responsibilities shift.

Tracks who is responsible for assisting which delegate, and the progress of that assistance.

Define the standard checklist items that should be completed for each category. These become the "quick add" suggestions everywhere that category's checklist appears — every Sponsor's benefit checklist, every Speaker's checklist, every delegate's/host member's kit checklist, and so on.

One-off: assign a single checklist item to a hand-picked group of people right now, instead of opening each one individually and adding it. This doesn't touch or replace Master Checklist Templates above — use whichever fits: a template if every future person of this category should always get the item, this if you just need to push one item out to a specific group today.

Vehicle codes are auto-generated by type for quick radio/WhatsApp identification: C = Sedan, U = SUV, F = Force Traveller, A = Bus, S = Van, O = Others.

Delegates who gave flight/train details, auto-grouped by matching travel number + date/time — assign one vehicle and driver to the whole group instead of planning each delegate individually. Once confirmed, a group won't be suggested again.

Airport, Railway Station, and Bus Stand are always suggested. Add any hotel, venue, or other spot you use often here and it'll show up as a suggestion everywhere a From/To/arrival point is typed.

The QR code you circulated points at the public tours page. Withdrawing it makes that link dead for anyone who scans it from now on — no tour list, no sign-up. Nothing is deleted: every tour and every registration already collected stays exactly as it is, and you can put the page back at any time. A QR already printed cannot be recalled, so this is the way to retire it.

Full Board tours: define the stay hotel plus a hotel for each of the day's 5 sittings (breakfast, hi-tea, lunch, hi-tea, dinner) — any of them can be a different hotel than where the group sleeps. Leave a hotel blank if it's not yet decided.

Accumulated Shirt, T-shirt and Dhoti size counts from everyone who's filled in their size, Delegates and Host Members tracked separately. Dhotis are ordered against the waist size collected on the same forms. "Sync into Requirements" writes these counts into the Requirements list below so the Purchase team can act on them.

Quantity needed per garment per size. "Not recorded" is how many people still have no size on file for that garment — order-at-risk.

Anything needed for the congress — merchandise sizes, or any other goodie/inventory item — raised here so the Purchase team can review and turn it into a Purchase Request.

Every host member/volunteer currently carrying stock — how much is still in their hand (assigned, not yet delivered) vs. already handed over. See "Assigned to" on each item's Deliveries panel to hand stock to someone.

Every recipient across every item, rolled up by which committee is responsible for delivering it.

One stall per host member, complimentary. Assigning here marks the stall allocated, so the same stall can never also be sold to an exhibitor. Assign them all at once below, or use Assign host member on any individual stall in the list.

You'll see the full pairing and can back out before anything is written.

These appear on every invoice as the supplier. No invoice can be issued until a valid GSTIN is saved here — an invoice with the wrong supplier GSTIN cannot be claimed by the recipient and would have to be cancelled and reissued.

Everyone with money against their name who could be invoiced, and what's missing from their billing details. Fill these in from the registration forms you already hold, so that when a delegate does ask for an invoice it comes out right first time.

Update existing Delegates or Host Members from a spreadsheet. Accepts .xlsx and .csv. This screen only updates records that already exist — it never creates new ones. To add delegates, use the CSV upload on the Delegates tab.

Header spelling is flexible — Reg Number, reg_number and REG NO all work. Columns not listed here are ignored. A blank cell leaves the existing value alone; it does not clear the field.

Generates a structured, public-safe JSON knowledge base (club membership counts, registration-type totals, and general happenings) — ready to feed into your voice agent's retrieval or fine-tuning pipeline. No delegate contact details, travel/pickup information, SPOC names/phone numbers, or payment data are included, since this file is intended to leave our admin-gated system and anyone talking to the voice agent could potentially be told anything in it.

One record per delegate in the sample_attendees format — arrival flight and time, pickup point and who is collecting them, hotel and room, assigned helper, and departure. This is what a voice agent needs to answer “when does Rajesh land and who is meeting him?”.

Contains personal data. Mobile and WhatsApp numbers, travel itineraries, hotel allocations and helper contacts for named individuals — unlike the public-safe export above. Share it only with a platform that encrypts it at rest, does not train shared models on it, and can delete it after the congress.

Every create, update, delete, login, and completion across the admin panel and self-service portals — who did what, and when.

Who scanned whom at each badge station (hotel desk, transport, food counter, stalls, goodies) — separate from the general activity log above since these are visitor check-ins/deliveries, not admin-panel edits.

Loads host members, their committee assignments, and payment status from the SINC2026 "Host members Record Sheet" Excel file — and seeds the congress itinerary if it's empty. Safe to run again after the sheet is updated: existing host members are matched by phone number and updated rather than duplicated.

Creates a login for every host member who doesn't have one yet, using their 10-digit mobile number as the username and pass123 as a common temporary password. They can change it after logging in from the "Change password" section on their portal. Members with no valid mobile number on file are skipped.

Use this right before sending a credentials newsletter so pass123 is guaranteed correct for every host member — creates a login for anyone who doesn't have one yet (same as above), and also resets the password of everyone who already has a login, even if they already changed it. This is more disruptive than "Create Logins" above — only run it when you're about to tell everyone their password is pass123.