Event Update Requests - Extracurricular Management System

Overview

Event organizers can request modifications to approved events through the update request system. Administrators review and approve/reject these changes before they take effect.

All update requests require administrative approval. Changes are NOT applied automatically upon submission.

Submit Update Request

Submit a modification request for an approved event.

Endpoint

POST /api/updates/event/{eventID}

eventID

long

required

ID of the event to update

Authorization

Required Role: ORGANIZERMust be the event organizer

Request Format

Content-Type: multipart/form-data

update

string (JSON)

required

JSON string containing update details

files

file[]

Optional supporting documents for the update request

Update JSON Structure

{
  "requestedTitle": "Updated Event Title",
  "requestedVenue": "New Location",
  "requestedEventDate": "2024-04-20",
  "requestedStartTime": "15:00:00",
  "requestedEndTime": "17:30:00",
  "requestedDescription": "Updated event description",
  "requestedMaxParticipants": 80,
  "changeReason": "Venue unavailability requires date and location change"
}

changeReason

string

required

Justification for the requested changes

Request Example

curl -X POST http://localhost:8080/api/updates/event/123 \
  -H "Authorization: Bearer YOUR_JWT_TOKEN" \
  -F 'update={"requestedTitle":"Spring Workshop 2024","requestedVenue":"Room 401","requestedEventDate":"2024-04-20","requestedStartTime":"14:00:00","requestedEndTime":"16:00:00","changeReason":"Original venue double-booked"}' \
  -F 'files=@supporting_doc.pdf'

Response

201 Created

{
  "statusCode": 201,
  "message": "Update request submitted successfully",
  "data": {
    "requestID": 45,
    "eventID": 123,
    "requestedTitle": "Spring Workshop 2024",
    "requestedVenue": "Room 401",
    "requestedEventDate": "2024-04-20",
    "requestedStartTime": "14:00:00",
    "requestedEndTime": "16:00:00",
    "changeReason": "Original venue double-booked",
    "status": "PENDING",
    "submittedAt": "2024-03-15T10:30:00"
  },
  "timestamp": "2024-03-15T10:30:00"
}

Get Pending Requests (Admin)

Retrieve all pending event update requests for review.

Endpoint

GET /api/updates/pending

Authorization

Required Role: ADMIN

Response

200 OK

{
  "statusCode": 200,
  "message": "Pending event update requests fetched successfully",
  "data": [
    {
      "requestID": 45,
      "eventID": 123,
      "eventTitle": "React Workshop",
      "organizerName": "Computer Science Club",
      "requestedTitle": "Spring Workshop 2024",
      "requestedVenue": "Room 401",
      "requestedEventDate": "2024-04-20",
      "changeReason": "Original venue double-booked",
      "status": "PENDING",
      "submittedAt": "2024-03-15T10:30:00"
    }
  ],
  "timestamp": "2024-03-15T11:00:00"
}

Get Update Request by ID

Retrieve details of a specific update request.

Endpoint

GET /api/updates/{requestID}

requestID

long

required

ID of the update request

Authorization

Required Role: ADMIN

Response

200 OK

{
  "statusCode": 200,
  "message": "Update request retrieved",
  "data": {
    "requestID": 45,
    "eventID": 123,
    "requestedTitle": "Spring Workshop 2024",
    "requestedVenue": "Room 401",
    "requestedEventDate": "2024-04-20",
    "requestedStartTime": "14:00:00",
    "requestedEndTime": "16:00:00",
    "changeReason": "Original venue double-booked",
    "status": "PENDING",
    "submittedAt": "2024-03-15T10:30:00",
    "attachments": [
      "/uploads/updates/45/supporting_doc.pdf"
    ]
  },
  "timestamp": "2024-03-15T11:15:00"
}

Approve Update Request

Approve an event update request and apply the changes.

Endpoint

PUT /api/updates/{requestID}/approve

requestID

long

required

ID of the update request to approve

Authorization

Required Role: ADMIN

Query Parameters

notify

boolean

default:"false"

Whether to send email notifications to registered participants about the changes

Request Example

curl -X PUT "http://localhost:8080/api/updates/45/approve?notify=true" \
  -H "Authorization: Bearer YOUR_JWT_TOKEN"

Response

200 OK

{
  "statusCode": 200,
  "message": "Event update request approved and applied and participants notified",
  "data": null,
  "timestamp": "2024-03-15T14:00:00"
}

When notify=true, all registered students receive an email about the event changes.

Reject Update Request

Reject an event update request with a reason.

Endpoint

PUT /api/updates/{requestID}/reject

requestID

long

required

ID of the update request to reject

Authorization

Required Role: ADMIN

Query Parameters

notify

boolean

default:"false"

Whether to send rejection notification to the organizer

Request Body

{
  "rejectionReason": "Requested venue is not available on the proposed date"
}

rejectionReason

string

required

Explanation for why the update request was rejected

Request Example

curl -X PUT "http://localhost:8080/api/updates/45/reject?notify=true" \
  -H "Authorization: Bearer YOUR_JWT_TOKEN" \
  -H "Content-Type: application/json" \
  -d '{"rejectionReason": "Requested venue is not available"}'

Response

200 OK

{
  "statusCode": 200,
  "message": "Event update request rejected",
  "data": null,
  "timestamp": "2024-03-15T14:30:00"
}

Workflow

Organizer Submits Request

Event organizer identifies need for changes and submits update request with justification

Admin Review

Administrator reviews the request, checking feasibility and justification

Approval Decision

Admin approves or rejects with feedback

Changes Applied

If approved, changes are immediately applied to the event

Notifications Sent

If notify=true, participants are informed of the changes

Common Use Cases

Venue Change

Scenario: Original venue becomes unavailableFields to update:

requestedVenue
changeReason: “Original venue double-booked”

Date/Time Adjustment

Scenario: Scheduling conflict with major university eventFields to update:

requestedEventDate
requestedStartTime
requestedEndTime
changeReason: “Conflict with final exam schedule”

Capacity Change

Scenario: Low registration or venue size changeFields to update:

requestedMaxParticipants
changeReason: “Low early registration, reducing capacity to ensure quality”

Event Cancellation

Scenario: Unforeseen circumstances require cancellationAlternative: Event updates don’t handle cancellations. Contact admin directly for event cancellation.

Best Practices

Submit Early: Request updates as soon as you identify the need. Last-minute changes may not be approved.

Clear Justification: Provide detailed reasoning in changeReason to improve approval chances.

Notify Participants: When approved, use notify=true to automatically inform registered students of changes.

Changes are NOT applied until an administrator approves the request. Plan accordingly and don’t announce changes to participants until approval.

Error Responses

403 Forbidden - Not Event Organizer

{
  "statusCode": 403,
  "message": "You are not authorized to submit updates for this event",
  "timestamp": "2024-03-15T10:30:00"
}

404 Not Found - Event Not Found

{
  "statusCode": 404,
  "message": "Event not found",
  "timestamp": "2024-03-15T10:30:00"
}

400 Bad Request - Invalid Data

{
  "statusCode": 400,
  "message": "Validation failed: changeReason is required",
  "timestamp": "2024-03-15T10:30:00"
}

Events API

Manage events and view event details

Organizer Guide

Complete guide for event organizers

Admin Guide

Administrator review workflows

Notifications

Email notification system

Overview

Endpoints

​Overview

​Submit Update Request

​Endpoint

​Authorization

​Request Format

​Update JSON Structure

​Request Example

​Response

​Get Pending Requests (Admin)

​Endpoint

​Authorization

​Response

​Get Update Request by ID

​Endpoint

​Authorization

​Response

​Approve Update Request

​Endpoint

​Authorization

​Query Parameters

​Request Example

​Response

​Reject Update Request

​Endpoint

​Authorization

​Query Parameters

​Request Body

​Request Example

​Response

​Workflow

​Common Use Cases

​Best Practices

​Error Responses

​Related Documentation

Events API

Organizer Guide

Admin Guide

Notifications

Build docs developers (and LLMs) love

Overview

Submit Update Request

Endpoint

Authorization

Request Format

Update JSON Structure

Request Example

Response

Get Pending Requests (Admin)

Endpoint

Authorization

Response

Get Update Request by ID

Endpoint

Authorization

Response

Approve Update Request

Endpoint

Authorization

Query Parameters

Request Example

Response

Reject Update Request

Endpoint

Authorization

Query Parameters

Request Body

Request Example

Response

Workflow

Common Use Cases

Best Practices

Error Responses

Related Documentation