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 / Registration Link - Create QR codes for attendance or pre-event registration
- Registration Mode - Toggle between pre-event registration and day-of check-in
- 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
- Feedback Collection - Enable a public feedback link with 1-5 star ratings and optional comments
- Anonymous Feedback Toggle - Allow attendees to submit feedback without providing their email
- 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
Registration / Check-in Mode
Switch between two modes in the Setup tab to support a two-phase event workflow:
- Registration mode - Use before your event to collect sign-ups. Attendees get a "Registered" status without being marked as attended.
- Check-in mode (default) - Use on the day of the event. Attendees are marked as "Attended" immediately. Previously registered attendees can be checked in to upgrade their status.
Both the self-service QR page and kiosk automatically adapt their labels and behavior to the active mode.
QR Check-in / Registration
Create attendance links with QR codes. Members scan the code to check in or register (depending on the active mode). Guests can also participate by entering their contact information.
Kiosk Mode
A full-screen, touch-friendly interface for events. Set up a tablet at your event entrance for self-service check-in or registration. The kiosk automatically adapts to the current mode and picks up mode changes within 30 seconds.
Guest Attendees
Non-members can check in or register as guests with their name, email, phone, and organization. Guest attendees can later be converted to full members with one click.
Attendee Feedback
Collect post-event feedback from attendees via a shareable link. Feedback includes 1-5 star ratings and optional written comments.
- Feedback Link - Generate a public link from the Wrap-up tab that attendees can use to submit ratings
- Anonymous Mode - Toggle "Allow anonymous feedback" so anyone with the link can submit without entering their email
- Privacy - All feedback is displayed as "Anonymous" in the Wrap-up tab regardless of mode, encouraging honest responses
- Spam Protection - Turnstile CAPTCHA is required on all feedback submissions
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
- Use Registration mode before your event to collect sign-ups, then switch to Check-in mode on the day of the event
- Enable anonymous feedback to get more honest responses from attendees
- Complete activity reports promptly while details are fresh
- Link donations and sponsorships to see total activity income