Activities
Plan events, track attendance, and manage budgets
Overview
The Activities module is your comprehensive event management hub. Plan events, assign chairpersons, track attendance with QR codes, manage budgets through liquidations, and document everything with activity reports.
Activity Types
Activity Detail Tabs
Each activity has four main tabs for managing different aspects:
Setup Tab
- Activity Details - Title, type, dates, times, location
- Chairpersons - Assign members to manage the activity
- Documents - Upload related files and attachments
- Check-in Link - Create QR codes for attendance
- Comments - Internal notes log for team communication
People Tab
- Attendees List - All registered and checked-in attendees
- Add Attendees - Add members or guests manually
- Attendance Status - Registered, Attended, No-show
- Live Refresh - Auto-refresh mode for real-time updates
- QR Sheet - Print QR codes for check-in
- Export - Download attendee list as CSV or PDF
Wrap-up Tab
- Completion Checklist - Track what's done and what's pending
- Attendance Summary - Final attendance statistics
- Activity Report - Write a narrative summary of the activity
Budget Tab
- Budget Plan - Planned expense categories with estimates
- Income - Direct income + linked donations + sponsorships
- Expenses - Liquidations and cash advances
- Budget Variance - Compare planned vs actual spending
Attendance Features
QR Check-in
Create attendance links with QR codes. Members scan the code to check in. Guests can also check in by entering their name and contact information.
Kiosk Mode
A full-screen, touch-friendly check-in interface for events. Set up a tablet at your event entrance for self-service attendee check-in.
Guest Attendees
Non-members can check in as guests with their name, email, phone, and organization. Guest attendees can later be converted to full members with one click.
Liquidations (Expense Reports)
Track activity expenses through the liquidation workflow:
- Create Liquidation - Start a new expense report with a title
- Add Items - Add individual expenses with descriptions, amounts, and receipts
- Submit for Review - Mark the liquidation as ready for approval
- Approve/Reject - Admin reviews and approves or rejects
- Settlement - For member-paid expenses, record reimbursement
Cash Advances
Give cash advances to members before or during activities. Track outstanding amounts and record returns when unused funds come back. Advances and returns automatically create corresponding finance transactions.
Activity Statuses
Status is automatically computed from dates (no manual selection needed):
| Status | When |
|---|---|
| Upcoming | Start date is in the future |
| Ongoing | Today is between start and end dates |
| Completed | End date has passed |
| Cancelled | Manually cancelled by admin |
Tips
- Assign chairpersons to share activity management responsibilities
- Use the Clone feature to quickly create similar activities
- Enable Live Refresh during events to see check-ins in real-time
- Complete activity reports promptly while details are fresh
- Link donations and sponsorships to see total activity income