a
Scope
Event Lifecycle Management
End-to-end creation, scheduling, venue coordination, and closure of community events with date-time pickers and PDF export.
Member Registration
Register Core Members, Team Leads, Participants, Volunteers, and Attendees with role-based filtering, QR code generation, and exportable member cards.
Activity Assignment & Tracking
Define categorised activities per event, bulk-assign members, and track status transitions from Pending ? In-Progress ? Completed with timestamps.
Financial & Donation Management
Track partner organisation participation with donation commitments, installment payment recording (Cash, Cheque, Bank Transfer, Card), and balance calculation.
Rehearsal Scheduling
Schedule practice sessions per activity, record attendance, track time-in/time-out, flag absences, and compute attendance percentages per member.
Progress Dashboard
Real-time activity completion views, status distributions, member participation rates, overdue alerts, and PDF progress reports per event.
b
Features & Functionality
| Module | Key Functionality | Highlights | Status |
|---|---|---|---|
| Admin Authentication | Session-based login/logout with credential management | No Spring Security overhead — lean, fast auth | Live |
| Organisation Settings | Singleton record with logo, charity/VAT numbers, contact info | Globally displayed branding across all pages | Live |
| Supportive Organisations | Partner org CRUD with dual rep contacts | Search, filter, soft-delete, reusable across events | Live |
| Event Management | Full event CRUD with date-time calendar pickers | PDF export, 1-to-many venues, activities & participations | Live |
| Venue Management | Multiple venues per event with status tracking | Status flow: Proposed ? Booked ? Confirmed ? Rejected | Live |
| Participation & Payments | Link orgs to events with donation amounts; installment tracking | Auto balance calculation; PDF payment history export | Live |
| Member Registration | 6 role types, search/filter, QR code on member cards | PDF member card export; ZXing-based QR generation | Live |
| Activity Categories | Hall, Stage, Digital, Food, Cultural — reusable lookup | Case-insensitive uniqueness; safe delete guards | Live |
| Activity Management | Define tasks linked to events and categories | Dependency-aware CRUD with cascade relationships | Live |
| Activity Assignment | Bulk member assignment with status transitions | Conflict detection, performance dashboards | Live |
| Rehearsal Scheduling | Session creation, attendance marking, time tracking | Attendance % per activity; overlap blocking | Live |
| Progress Dashboard | Visual progress bars, completion rates, overdue alerts | Event readiness score; PDF progress reports | Live |
c
Pictorial Process Flow
?
Login
Admin authenticates
?
Create Event
Set dates, contacts & venues
?
Register Members
All roles onboarded
?
Assign Activities
Bulk assignments, roles set
?
Rehearsals
Schedule & track attendance
Monitor & Report
Progress, payments, PDFs
1
Authenticate
Admin logs in at /login ? session created ? redirected to dashboard home.
2
One-time Setup
Organisation details and logo configured at /organisation — displayed globally as header branding.
3
Add Partner Organisations
Supportive organisations registered at /supportive with representative contacts — reusable pool for participation.
4
Create & Configure Event
Event created at /events with name, dates, times, and contact details. Venues added with status tracking (Proposed ? Confirmed).
5
Define Activities
Activities created per event under categories (Hall, Stage, Digital, Food, Cultural) at /activities ? each gets a unique activity_id.
6
Register Members & Assign
Members registered with roles at /members. Bulk assigned to activities at /assignments with start/end dates and initial status = Pending.
7
Schedule Rehearsals
Practice sessions created at /rehearsals, linked to activities. Attendance marked per session; overlap blocking enforced.
8
Track Participation & Collect Payments
Partner orgs linked to events with donation amounts at /participations. Payments recorded in instalments at /payments; balances auto-calculated.
9
Monitor Progress & Export
Progress dashboard at /progress shows activity completion rates, overdue alerts, rehearsal attendance summaries. All key data exportable to PDF.
d
Data Flow Diagram
Inputs
Admin Credentials
Organisation Details
Event Data (name, dates, venues)
Member Registrations
Activity Definitions
Participation & Donations
Payment Records
Rehearsal Sessions
Attendance Marks
UDJCS Engine
Spring Boot · JPA · PostgreSQL
? Session Authentication
? Business Logic Services
? JPA Repository Layer
? Audit Timestamps
? Soft Delete Pattern
? Global Exception Handling
? Business Logic Services
? JPA Repository Layer
? Audit Timestamps
? Soft Delete Pattern
? Global Exception Handling
Outputs
Event Reports (PDF)
Member Cards with QR Codes
Payment History (PDF)
Progress Dashboards
Attendance Reports
Activity Status Summaries
Donation Balance Calculations
Event Readiness Scores
Overdue Alerts
Entity Relationship Summary
Organisation (singleton) ? Event (1:N) ? Participation (1:N) ? SupportiveOrganisation (1:N)
? Payment (1:N)
Event ? Venue (1:N)
Event ? Activity (1:N) ? ActivityCategory
? Assignment (1:N) ? Member
? Rehearsal (1:N) ? Member
? Payment (1:N)
Event ? Venue (1:N)
Event ? Activity (1:N) ? ActivityCategory
? Assignment (1:N) ? Member
? Rehearsal (1:N) ? Member
e
Technology Stack
Backend
Spring Boot
MVC + Spring Data JPA
v3.3.5
Language
Java 17
LTS · ORM via Hibernate 6
JDK 17
Database
PostgreSQL
Primary relational database; auto-schema via JPA
v16 · Docker
Frontend
Thymeleaf
Server-side templating with Layout Dialect
Layout Dialect
UI Framework
Bootstrap 5
Responsive layout; Bootstrap Icons 1.11 via CDN
v5 · CDN
Build Tool
Maven
Dependency management and project build lifecycle
v3.9.6
QR Generation
ZXing
QR codes on member cards; Core + JavaSE libraries
Core · JavaSE
Email
Spring Mail
Email notification support for member communications
Boot Mail
Real-time
Spring WebSocket
Live updates for activity status and progress tracking
WebSocket
Containerisation
Docker
PostgreSQL container via Docker Compose; Dockerfile included
Compose
Deployment
Railway
Cloud PaaS hosting; CI/CD via GitHub integration
Cloud PaaS
Validation
Jakarta Bean Validation
Server-side field validation with flash attribute feedback
Jakarta EE