UJ-C-012: Create Event

Client staff creates a new event with all configuration options

Journey Overview

Attribute	Value
Journey ID	UJ-C-012
Actor	Client Admin / Staff
Goal	Create a new event for members
Trigger	Organization needs to host an event
Outcome	Event created and optionally published

Preconditions

• Staff has ROLE_CLIENT_ADMIN permission
• Event categories configured
• Ticket types defined (if paid)

Journey Flow

Detailed Steps

1. Access Event Creation

   Navigate to Events:

   • Client Portal → Events
   • Click “Create Event” or ”+”
2. Basic Information

   Enter event details:

   ┌─────────────────────────────────────────────────────────────┐
   │ Create Event                                                │
   ├─────────────────────────────────────────────────────────────┤
   │                                                             │
   │ Step 1: Basic Information                                   │
   │ ─────────────────────────                                   │
   │                                                             │
   │ Event Title *                                               │
   │ [________________________________________________]         │
   │                                                             │
   │ Short Description *                                         │
   │ [________________________________________________]         │
   │ Used in event cards and emails                              │
   │                                                             │
   │ Full Description *                                          │
   │ ┌─────────────────────────────────────────────────────────┐ │
   │ │ [Rich text editor with formatting]                      │ │
   │ │                                                         │ │
   │ │                                                         │ │
   │ └─────────────────────────────────────────────────────────┘ │
   │                                                             │
   │ Event Type *              Category *                        │
   │ [○ Live ○ Online ○ Hybrid] [Select Category ▼]             │
   │                                                             │
   │ Featured Image                                              │
   │ [📷 Upload Image] Recommended: 1200x630px                  │
   │                                                             │
   │ [Next: Date & Time →]                                       │
   └─────────────────────────────────────────────────────────────┘
   
3. Date and Time

   Configure event schedule:

   Field	Description
   Start Date	Event start date
   Start Time	Event start time
   End Date	Event end date
   End Time	Event end time
   Timezone	Event timezone
   All Day	Toggle for all-day events
   Multi-day	Toggle for multi-day events

   Options:

   • Single day event
   • Multi-day event (conference)
   • Recurring event (series)
   • Schedule for later publishing
4. Location Configuration

   For Live Events:

   ┌─────────────────────────────────────────────────────────────┐
   │ Location (Live Event)                                       │
   ├─────────────────────────────────────────────────────────────┤
   │                                                             │
   │ Venue Name *                                                │
   │ [Convention Center                              ]           │
   │                                                             │
   │ Address *                                                   │
   │ [123 Main Street                                ]           │
   │                                                             │
   │ City *              State *         Postcode                │
   │ [Sydney        ]   [NSW ▼]         [2000    ]              │
   │                                                             │
   │ [🗺️ Preview on Map]                                        │
   │                                                             │
   │ Parking Information                                         │
   │ [________________________________________________]         │
   │                                                             │
   │ Access Instructions                                         │
   │ [________________________________________________]         │
   │                                                             │
   └─────────────────────────────────────────────────────────────┘
   

   For Online Events:

   ┌─────────────────────────────────────────────────────────────┐
   │ Online Event Configuration                                  │
   ├─────────────────────────────────────────────────────────────┤
   │                                                             │
   │ Meeting Platform                                            │
   │ [○ Zoom (Auto-generate) ○ Manual Link]                     │
   │                                                             │
   │ If Zoom Auto-generate:                                      │
   │ Meeting will be created automatically when event is saved.  │
   │                                                             │
   │ If Manual:                                                  │
   │ Meeting Link                                                │
   │ [https://zoom.us/j/...                           ]         │
   │                                                             │
   │ Access Password (optional)                                  │
   │ [________]                                                  │
   │                                                             │
   │ Join Instructions                                           │
   │ [________________________________________________]         │
   │                                                             │
   └─────────────────────────────────────────────────────────────┘
   
5. Ticket Configuration

   Set up ticket types:

   ┌─────────────────────────────────────────────────────────────┐
   │ Tickets                                                     │
   ├─────────────────────────────────────────────────────────────┤
   │                                                             │
   │ ☐ Free Event (no tickets required)                          │
   │                                                             │
   │ Ticket Types:                                               │
   │ ┌─────────────────────────────────────────────────────────┐ │
   │ │ Name: [Member Ticket        ]                           │ │
   │ │ Price: [$99.00  ] Quantity: [100    ]                   │ │
   │ │ Description: [Standard member admission     ]           │ │
   │ │ Available: [Start Date    ] to [End Date    ]           │ │
   │ │ [🗑️ Remove]                                              │ │
   │ └─────────────────────────────────────────────────────────┘ │
   │                                                             │
   │ ┌─────────────────────────────────────────────────────────┐ │
   │ │ Name: [Non-Member Ticket    ]                           │ │
   │ │ Price: [$149.00 ] Quantity: [50     ]                   │ │
   │ │ Description: [Non-member admission          ]           │ │
   │ │ [🗑️ Remove]                                              │ │
   │ └─────────────────────────────────────────────────────────┘ │
   │                                                             │
   │ [+ Add Ticket Type]                                         │
   │                                                             │
   │ Early Bird Settings:                                        │
   │ ☐ Enable early bird pricing                                 │
   │ Discount: [20  ]% until [Date        ]                     │
   │                                                             │
   └─────────────────────────────────────────────────────────────┘
   
6. Add Speakers

   Add event speakers:

   Field	Required
   Name	Yes
   Title/Role	Yes
   Company	No
   Bio	Yes
   Photo	Recommended
   Is Main Speaker	Toggle

   Options:

   • Add new speaker
   • Select from speaker library
   • Import from LinkedIn
7. CPD Configuration

   Set CPD points:

   ┌─────────────────────────────────────────────────────────────┐
   │ CPD Points                                                  │
   ├─────────────────────────────────────────────────────────────┤
   │                                                             │
   │ ☑ Award CPD points for attendance                           │
   │                                                             │
   │ CPD Category: [Professional Development ▼]                  │
   │ Points: [6      ]                                           │
   │                                                             │
   │ ☐ Auto-award on check-in                                    │
   │ ☐ Require minimum attendance (online)                       │
   │   Minimum: [80  ]% of event duration                        │
   │                                                             │
   └─────────────────────────────────────────────────────────────┘
   
8. Visibility and Publishing

   Set event visibility:

   Setting	Description
   Public	Visible to all, searchable
   Members Only	Requires login
   Draft	Not visible
   Private	Invite only

   Publishing Options:

   • Publish immediately
   • Schedule publishing date/time
   • Save as draft
9. Review and Create

   Review all settings and create event.

   On creation:

   • Event record saved
   • Zoom meeting created (if enabled)
   • Event indexed for search
   • Notifications sent (if configured)

Related Entities

• Event
• Event Ticket
• CPD Category

Related Journeys

• UJ-C-013
• UJ-C-014
• UJ-C-017

Acceptance Criteria

Frontend

• Multi-step event creation wizard
• Rich text editor for description
• Image upload with preview
• Date/time pickers with timezone
• Location configuration (live/online)
• Ticket type management
• Speaker management
• CPD configuration
• Visibility/publishing options
• Draft saving

Backend

• POST /api/events - Create event
• POST /api/events/{id}/tickets - Add tickets
• POST /api/events/{id}/speakers - Add speakers
• Zoom integration for online events
• Event validation

Permissions

• ROLE_CLIENT_ADMIN can create events

Business Rules

• End date after start date
• At least one ticket type (or free)
• Zoom meeting created on publish
• CPD rules validated

Error Handling

• Validation errors displayed
• Zoom creation failure handling
• Image upload errors