| Club | State | Members | Registrations | Delegates |
|---|
Columns: name, city, state, zone, members_count. Existing club names are updated.
| Name | City | State | Zone | Members |
|---|
Columns: reg_number, reg_type, club_name, amount_paid, amount_due, payment_mode, payment_status, payment_ref
| Reg # | Type | Club | Paid | Due | Status | People |
|---|
Columns: name, phone, whatsapp, email, address, club_name, reg_number, is_primary, designation, 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
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.
| Title | File | Active |
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| Day | Time | Title | Description |
|---|
Within a congress itinerary slot, build out its detailed flow of events (Prayer Song, National Anthem, dance performances, etc.) with a description, who organised it, and who's performing — admin-only, not shown on the public site.
Groups hired to perform in the program, and tracking their fee/payment.
| Name | Category | Contact | Fee (₹) | Payment | Agenda events |
|---|
Columns: name, email, phone, company, designation, category
Host club members each pay a ₹5,000 personal contribution to the congress — tracked here, separately from delegate registration fees in the "Registrations & Payments" tab. Editing a payment here updates the same host member record shown in the Host Members tab.
| Name | Status | Amount (₹) | Company | Phone | Mode | Date | Notes |
|---|
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.
| Title | Sent to | Recipients | Read | Sent by | Date |
|---|
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.
| Committee | Total | Done | In progress | Pending | Overdue | Completion |
|---|
Move everything from one committee to another in one action — handy if a committee is overloaded or its responsibilities shift.
| Item | Category | Owner | Committee | Due | Status | Completed by |
|---|
Tracks who is responsible for assisting which delegate, and the progress of that assistance.
| Host member | Delegate | Club | Reg # | Status | Notes |
|---|
| Host member | Title | Type | Status | Due |
|---|
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.
| Sub-category | Checklist item | Committee | Sort |
|---|
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.
Vehicles are managed on the Vehicles tab — assign a driver's usual vehicle here once it's been added there.
| Category | Name | Contact | Phone |
|---|
| Name | Phone | Vehicle | Partner |
|---|
Vehicle codes are auto-generated by type for quick radio/WhatsApp identification: S = van, C = car, A = bus.
| Code | Type | Model | Capacity | Reg. number | Partner |
|---|
Mobilise delegates and host members between venues, hotels, and attractions in the city.
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.
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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.
| Date | Time | Route | Purpose | Vehicle | Driver | Passengers | Status |
|---|
Optional pre-congress tours — hotel, attractions, day-wise itinerary, transport, and the delegates/host members signed up.
| Name | Dates | Hotel | Signed up | Trips | Status |
|---|
Hotel master + per-person room assignment for delegates and host members, so everyone's room is on record.
| Name | Address | Contact | Occupants |
|---|
| Hotel | Room | Type | Occupant | Check-in | Check-out |
|---|
Track goodies and other physical items from procurement through to delivery — how many are in stock, which committee owns getting them out, who's assigned to deliver each one, and who actually delivered it.
Accumulated Shirt & T-shirt size counts from everyone who's filled in their size, Delegates and Host Members tracked separately. "Sync into Requirements" writes these counts into the Requirements list below so the Purchase team can act on them.
| Name | Club / Company | Phone | Shirt | Tee | Waist |
|---|
| Name | Club / Company | Phone | Shirt | Tee | Waist |
|---|
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.
| Item | Category | Size | Qty needed | Source | Status | Purchase Request |
|---|
| Item | Category | Vendor | Committee | Procured | Distributed | Remaining | Status | Delivery |
|---|
Every recipient across every item, rolled up by which committee is responsible for delivering it.
| Committee | Total | Delivered | Pending | Completion |
|---|
| Item | Recipient | Committee | Assigned to | Status | Delivered by |
|---|
The master list of outside suppliers behind Purchase Requests (Finance) and Inventory Items (Goodies & Inventory) — what each vendor supplies, and the order/delivery status of everything ordered from them. Give a vendor their own login (Settings → Create Login → role Vendor) so they can maintain their own product catalog — with photos — and update delivery status themselves.
| Name | Category | Contact | Products | Purchase Orders | Inventory Items | Login | Status |
|---|
Register a confirmed/prospective sponsor, issue their Sponsor Pass, assign a host-member Guest Relation contact, and track their benefit checklist. Sponsorship rates are deliberately not shown here.
| Logo | Sponsor Pass | Name | Tier | Guest Relation | Benefit checklist | Status |
|---|
Register of guest/celebrity speakers and moderators — what they're speaking on, plus a customizable checklist of what must reach them and what we need to arrange.
| Photo | Name | Role | Topic | Guest Relation | Checklist | Status |
|---|
VIP / dignitary guest visitors (distinct from delegates, sponsors, and speakers) and what we're offering/providing to each of them.
| Name | Category | Organization | Visit date | Guest Relation | Offerings | Status |
|---|
Halls and stall counts aren't finalized yet — add halls and generate/edit their stalls here as the venue plan firms up. Stall pricing can vary per stall (e.g. corner vs. regular).
Every company that has enquired for a stall, across every status — this is the master exhibitor list. To edit an entry or move it through Enquiry → Billed → Allocated, use Enquiries & Bookings.
| Company | Contact | Hall / Stall | Status | Payment | Amount (₹) |
|---|
| Name | Capacity | Stalls | Available | Allocated |
|---|
| Hall | Stall # | Size | Price (₹) | Status | Booked by |
|---|
Workflow: Enquiry → Billed → Allocated. The buyer is an external exhibitor/vendor company. One stall per booking — a company wanting several stalls submits several enquiries.
| Company | Contact | Status | Stall | Amount (₹) | Payment |
|---|
One-screen snapshot of all money in and out of the congress. Inward pulls automatically from Registrations, Host Members, Stall Bookings, and Pre Tours, plus any manual entries. Outward covers payment requests and goodies purchases once approved and paid.
Auto-pulled rows (Registration Fee, Host Member Fee, Stall Booking, Pre-Tour Payment) come from their own modules and can't be edited here — fix them at the source. Add a manual entry for anything else (donation, grant, sponsorship not yet tracked elsewhere).
| Date | Source | Category | From | Amount (₹) | Mode |
|---|
Every payment request needs unanimous sign-off from all five office-bearers — President, Secretary, Treasurer, Congress Chairman, and Congress Treasurer — before it can be marked paid. They approve from their own self-service portal login.
| Payee | Category | Amount (₹) | Status | Approvals |
|---|
Purchases for goodies/inventory items only need President + Treasurer to approve — lighter than a plain payment. The moment both approve, the item is automatically created (or topped up) in Goodies & Inventory. This is the recommended way to grow inventory stock; the Inventory tab's manual add stays available for corrections or already-owned stock.
| Item | Qty x Cost | Amount (₹) | Status | Approvals | Delivery | Inventory link |
|---|
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.
Every create, update, delete, login, and completion across the admin panel and self-service portals — who did what, and when.
| When | User | Role | Action | Entity | Label | Details |
|---|
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.
| Username | Requested |
|---|
Directly create an already-approved account — handy for staff you're onboarding yourself, no approval step needed.
Host members, media, transporters, and drivers all log in from the same link — it shows the right screen for whatever account they have. Share this one link with everyone; none of it exposes the stats dashboard or delegate data.
Get a push notification for trip assignments, checklist reminders, and event announcements — even when this tab isn't open.
A push notification to everyone (or just the roles you pick) who has notifications enabled. Requires VAPID_PUBLIC_KEY/VAPID_PRIVATE_KEY to be set on the server — see the README.
| Username | Role | Linked profile | Status | Created |
|---|