Conference Administration Guide

1. Getting Started

Accessing the Admin Dashboard

Navigate to admin.html in your web browser
Log in with your staff credentials
You will see the main dashboard with various management cards

User Roles and Permissions

The system supports multiple staff roles with different access levels:

Admin - Full system access to all features
Editor - Create and edit events, manage content
Viewer - View-only access to events and reports
Presenter Manager - Manage presenter information
Vendor Manager - Manage vendor relationships
Scheduler - Focus on event timing and logistics
Finance - Financial reports and pricing
Marketing - Event promotion and analytics
Presenter - Upload and manage presentation documents

2. Dashboard Overview

The admin dashboard provides quick access to all management tools:

Available Tools (based on your role):

Event Creator - Create new conference events
Event Editor - Modify existing events
Event List - View and search all events
Presenter Editor - Manage presenter information
Presenter Documents - Upload presentation materials
Sponsor Manager - Manage conference sponsors
User Manager - Manage staff accounts (admin only)

Dashboard Statistics

The top of the dashboard shows:

Total number of events
Active events count
Total registered attendees
System status information

3. Event Management

Creating a New Event

Click "Event Creator" from the dashboard
Fill in the event details
Click "Create Event" to save

Required Information:

Basic Information: Title, Subtitle (optional), Event Type
Scheduling: Date, Start Time, End Time, Location
Presenter: Select existing or create new presenter
Details: Description, Capacity, Price, Status
Images: Hero Image (optional), Background Image (optional)

💡 Tips:

The system checks for scheduling conflicts automatically
All uploaded images are resized and optimized
Events must have unique time slots per location

Editing Existing Events

Click "Event Editor" from the dashboard
Select the event from the dropdown menu
Modify any field as needed
Click "Update Event" to save changes

Viewing All Events

Click "Event List" from the dashboard
Browse or search for events
Use filters to narrow results
Export event data as needed

4. Presenter Management

Managing Presenter Information

Click "Presenter Editor" from the dashboard
Select a presenter from the dropdown
Edit their information:
- First Name
- Last Name
- Email address
- Biography
- Headshot photo
Click "Update Presenter" to save

Creating New Presenters

New presenters are typically created during event creation, but you can also:

Go to Event Creator
Select "Create New Presenter"
Fill in presenter details
Upload headshot (recommended)

💡 Best Practices:

Collect all presenter info before creating events
Keep presenter bios updated
Ensure high-quality headshots (professional photos)
Verify email addresses for communication

5. Attendee Management

Registrant Information Tool

Click "Registrant Information" from the dashboard to access the full registrant database.

View all registrants with contact info, payment status, coupon, and event counts
Filter by payment status (Paid / Unpaid), workshops, outings, or day pass type
Search by name, email, phone, or club
Click any row to see full detail: workshops, outings, and payment history
Export the current filtered view as a CSV file

Payment Status Display Rules

The following registrant types are always displayed as Paid and are excluded from the Unpaid filter:

Staff — coupon 2026FCCC-STAFF
Vendors — coupon 26-VENDOR
MTC members — coupon 26-FCCC-MTC
Day pass holders — coupons 3-28-DAYPASS and 3-29-DAYPASS

📌 Note: These groups do not pay a conference registration fee in the traditional sense. The Unpaid count in Conference Status also excludes vendors, staff, and MTC to avoid inflating the number.

6. Registration Manager

Click "Registration Manager" from the dashboard to manage individual registrations. Search by name or email to find a registrant, then use the action buttons on their row.

Viewing a Registrant's Events

Click the "N event(s) — Click to view" link in the Events column to expand the list. Each line shows:

Event title and start time (e.g. Lighting Fundamentals @ 09:00)
Event type and payment status
Quantity if more than 1
A Delete button to remove that specific registration

📌 Each registration line item is listed separately, so if a registrant is in two sessions with the same name at different times, both appear and can be deleted independently.

💳 Change Billing

Use this to change a registrant's conference registration type (e.g. FCCC-Member → EXEC, or FCCC-Member → One Day Saturday).

Click "💳 Change Billing" on the registrant's row
The modal shows their current billing type
Select the new billing type from the dropdown — prices are shown
Click "Save Change"

The system will:

If not yet paid: Update the shopping cart item with the new event type and price
If already paid and new price is lower: Update the payment record to the new amount and display a refund alert with the exact dollar amount to return

⚠️ Refunds: If a refund alert appears, you must manually process the refund in your payment system. The system records the corrected amount but does not initiate payment processor refunds automatically.

🚪 Bail

Use this when a registrant has confirmed they will not complete their registration.

Click "🚪 Bail" on the registrant's row
Confirm the action

The registrant record is moved from the active registrants table to registrants-bailed. They are removed from all reports and counts. This action does not delete their payment records if any exist.

🗑️ Delete All

Permanently removes the registrant's conference registration, all event registrations, and all payment records. Restores workshop/outing seat counts. Use only when a record needs to be fully erased (e.g. test registrations).

⚠️ This cannot be undone. Use Bail instead for real registrants who are not attending.

7. Sponsor Management

Adding a New Sponsor

Click "Sponsor Manager" from the dashboard
Fill in sponsor information:
- Sponsor Name (required)
- Website URL (required)
- Description (optional)
- Logo Image (required, JPG/PNG/GIF, max 5MB)
Upload logo by clicking the upload area or dragging and dropping
Click "Add Sponsor" to save

Editing Sponsor Information

In the Sponsor Manager, locate the sponsor
Click the "Edit" button
Modify any field (leave logo blank to keep current)
Click "Save Changes"

Publishing Sponsors to Home Page

In the Sponsor Manager, locate the sponsor
Click the "Publish to Home" button
Confirm the action

📌 What happens:

The sponsor logo and link are added to the home page
System looks for empty sponsor slots first
Creates new slot if all are filled
Logo links to sponsor website

Removing Sponsors

⚠️ Warning: This permanently removes the sponsor from the database and deletes the logo file.

In the Sponsor Manager, locate the sponsor
Click the "Delete" button
Confirm deletion

8. Document Management

For Presenters: Uploading Documents

Click "Presenter Documents" from the dashboard
Select your name from the dropdown
Select the event you're presenting at
Click "Upload Document"
Fill in document details and select file
Click "Upload" to save

Accepted File Types:

PDF (.pdf)
Microsoft Word (.doc, .docx)
Microsoft PowerPoint (.ppt, .pptx)
Images (.jpg, .jpeg, .png, .gif)
Zip archives (.zip)
Text files (.txt)

Document Access Control

Who Can View Documents:

Breakout Sessions & Student Events: Available to all paid conference attendees
Workshops & Outings: Only visible to attendees who registered for that specific event
All Documents: Staff members can view all documents

📌 Requirements: Attendees must be logged in and have paid for conference registration.

9. Reports and Analytics

Conference Status Report

Click "Conference Status Report" for a live snapshot of the conference. Includes:

Registration stats — total registrants, paid count, unpaid count (excludes staff/vendor/MTC), revenue
Coupon breakdown — registrant counts and revenue per discount level; click any row to see the registrant list for that coupon
Workshop & outing payments — per-event paid registrant lists with revenue
Low enrollment alert — workshops and outings with fewer than 4 paid registrants
Day pass stats — Saturday and Sunday day pass purchase counts and revenue

Registrant Information Export

Go to "Registrant Information"
Apply any filters (status, workshop, outing, day pass type)
Click "📥 Export CSV" — exports the current filtered view

Event List Export

Go to "Event List"
Click "Download as CSV" to export all active events

💡 Best Practice: Export registrant data weekly as a backup and check Conference Status each morning during registration period.

10. Coupon Codes Reference

Coupon codes are stored on the registrant record and determine the registration fee charged. They also control how the registrant appears in reports.

Special Non-Paying Codes

Registrants with these coupons are displayed as Paid in all tools and are excluded from the Unpaid count:

Code	Description
`2026FCCC-STAFF`	Conference staff — no registration fee
`26-VENDOR`	Vendor registrations — no registration fee
`26-FCCC-MTC`	MTC members — no registration fee
`3-28-DAYPASS`	Saturday-only day pass ($89)
`3-29-DAYPASS`	Sunday-only day pass ($89)

Changing a Registrant's Coupon

Use the Change Billing button in Registration Manager (see Section 6). This updates both the coupon code on the registrant record and the price in their shopping cart or payment record.

⚠️ Do not change the coupon field directly in the database without also updating the cart/payment record — prices will be out of sync.

11. Common Tasks

Task 1: Setting Up a Workshop

Go to Event Creator
Set Type = "Workshop"
Enter all details, date/time
Set capacity and price
Upload images
Add presenter information
Verify on website

Task 2: Adding Conference Sponsors

Collect sponsor materials (logo, URL, description)
Go to Sponsor Manager
Upload logo and information
Click "Add Sponsor"
Click "Publish to Home" to add to website
Verify sponsor appears and links correctly

Task 3: Changing a Registrant's Billing Type

Go to Registration Manager
Search for the registrant by name
Click "💳 Change Billing"
Confirm their current billing type is shown correctly
Select the new billing type from the dropdown
Note the new price shown and click "Save Change"
If a refund alert appears, process the refund in your payment system

Task 4: Recording a Registrant Who Won't Attend

Go to Registration Manager
Search for the registrant
Click "🚪 Bail" and confirm
Their record moves to the bailed archive and disappears from active lists
Process any applicable refund separately in your payment system

Task 5: Removing a Single Workshop Registration

Go to Registration Manager
Find the registrant and click their events to expand
Locate the specific workshop — check the time if two sessions share a name
Click Delete next to that event
The seat is restored to the event's available count

Task 6: Managing Presenter Documents

As Event Manager:

Contact presenters with upload instructions
Provide them with login credentials
Set deadlines for document submission

As Presenter:

Log in to admin dashboard
Go to Presenter Documents
Select your name and event
Upload all presentation materials
Verify documents appear correctly

12. Troubleshooting

Problem: Cannot Create Event - Time Conflict

Solution: Another event is scheduled at the same time/location. Check Event List for conflicts and choose a different time or location.

Problem: Image Upload Fails

Possible Causes:

File too large (max 5MB)
Wrong file format (use JPG, PNG, GIF only)
Browser timeout

Solutions: Reduce image file size, convert to JPG format, check internet connection, or try a different browser.

Problem: Sponsor Logo Not Appearing

Solutions:

Clear browser cache (Ctrl+F5)
Verify logo file uploaded successfully
Check Sponsor Manager - logo should show in list
Use Edit function to re-upload logo

Problem: Documents Not Visible to Attendees

Check:

Is the event active?
Has attendee paid for conference registration?
For workshops/outings: Did attendee register for specific event?
Is release date set to future date?
Is document status set to active?

Problem: Cannot Access Admin Dashboard