Post-Event Reports - Extracurricular Management System

Overview

After events conclude, organizers must submit comprehensive post-event reports including attendance records, photos, feedback, and budget information. Administrators review and approve these reports before issuing participation certificates.

Youth Union

Requires 5 photos, 14-day deadline

Student Association

Requires 10 photos + 50% feedback, 7-day deadline

Get Report by Event

Retrieve the post-event report for a specific event.

Endpoint

GET /api/reports/{eventID}

eventID

long

required

ID of the event

Response

200 OK

{
  "statusCode": 200,
  "message": "Report retrieved successfully",
  "data": {
    "reportID": 89,
    "eventID": 123,
    "eventType": "YOUTH_UNION",
    "affiliatedOrg": "Computer Science Club",
    "status": "NOT_SUBMITTED",
    "deadlineAt": "2024-04-29T23:59:00",
    "isLate": false,
    "organizerCount": null,
    "attendeeCount": null,
    "photos": [],
    "createdAt": "2024-04-15T18:00:00"
  },
  "timestamp": "2024-04-16T10:00:00"
}

Submit Post-Event Report

Submit a comprehensive post-event report with attendance, photos, and feedback.

Endpoint

POST /api/reports/{eventID}/submit

eventID

long

required

ID of the completed event

Authorization

Required Role: ORGANIZERMust be the event organizer

Request Format

Content-Type: multipart/form-data

Required Parameters

photos

file[]

required

Event photos (5 for Youth Union, 10 for Student Association)Naming Convention:

Youth Union: EVT{id}_{EventName}_01 through _05 (2-digit padded)
Student Association: EVT{id}_{EventName}_1 through _10

attendanceExcel

file

required

Excel file containing attendance recordsMust include columns: MSSV (Student ID), Full Name, Faculty/Class

organizerCount

integer

required

Number of organizers who managed the event

attendeeCount

integer

required

Total number of attendees (registered + walk-in)

walkInCount

integer

required

Number of walk-in participants

Optional Parameters

feedbackFile

file

Compiled feedback document

feedbackCount

integer

Number of feedback responses collectedRequired for Student Association: Must be at least 50% of attendeeCount

iuyouthArticleURL

string

URL to IUYouth article covering the event

URL to social media posts about the event

driveLink

string

Google Drive link to additional event materials

totalBudget

string

Total budget spent (numeric string)

submitterName

string

Name of person submitting the report

submitterRole

string

Role of person submitting (e.g., “President”, “Event Coordinator”)

Request Example

cURL

curl -X POST http://localhost:8080/api/reports/123/submit \
  -H "Authorization: Bearer YOUR_JWT_TOKEN" \
  -F 'photos=@EVT123_Workshop_01.jpg' \
  -F 'photos=@EVT123_Workshop_02.jpg' \
  -F 'photos=@EVT123_Workshop_03.jpg' \
  -F 'photos=@EVT123_Workshop_04.jpg' \
  -F 'photos=@EVT123_Workshop_05.jpg' \
  -F '[email protected]' \
  -F '[email protected]' \
  -F 'organizerCount=5' \
  -F 'attendeeCount=42' \
  -F 'walkInCount=8' \
  -F 'feedbackCount=30' \
  -F 'totalBudget=500000' \
  -F 'submitterName=John Doe' \
  -F 'submitterRole=Event Coordinator'

Response

200 OK

{
  "statusCode": 200,
  "message": "Report submitted successfully",
  "data": {
    "reportID": 89,
    "eventID": 123,
    "eventType": "YOUTH_UNION",
    "status": "SUBMITTED",
    "organizerCount": 5,
    "attendeeCount": 42,
    "walkInCount": 8,
    "feedbackCount": 30,
    "totalBudget": 500000,
    "photos": [
      {
        "photoID": 1,
        "fileID": "/uploads/reports/123/photos/EVT123_Workshop_01.jpg",
        "label": "Photo 1",
        "orderIndex": 0
      }
    ],
    "attendeeCountTotal": 42,
    "certEligibleCount": 38,
    "submittedAt": "2024-04-20T14:30:00",
    "deadlineAt": "2024-04-29T23:59:00",
    "isLate": false
  },
  "timestamp": "2024-04-20T14:30:00"
}

Validation Rules

Photo Count Validation:

Youth Union events: Exactly 5 photos required
Student Association events: Exactly 10 photos required

Feedback Threshold (Student Association only):

Must collect feedback from at least 50% of attendees
Example: 42 attendees requires minimum 21 feedback responses

Get All Reports (Admin)

Retrieve all post-event reports, optionally filtered by status.

Endpoint

GET /api/reports

Authorization

Required Role: ADMINDepartment-based filtering applies automatically

Query Parameters

status

enum

Filter by report statusValues: NOT_SUBMITTED, SUBMITTED, LATE_SUBMITTED, APPROVED, REJECTED, CERT_TEMPLATE_PENDING

Request Example

curl -X GET "http://localhost:8080/api/reports?status=SUBMITTED" \
  -H "Authorization: Bearer YOUR_JWT_TOKEN"

Response

200 OK

{
  "statusCode": 200,
  "message": "Reports retrieved successfully",
  "data": [
    {
      "reportID": 89,
      "eventID": 123,
      "eventType": "YOUTH_UNION",
      "affiliatedOrg": "Computer Science Club",
      "status": "SUBMITTED",
      "attendeeCount": 42,
      "submittedAt": "2024-04-20T14:30:00",
      "deadlineAt": "2024-04-29T23:59:00",
      "isLate": false
    }
  ],
  "timestamp": "2024-04-21T09:00:00"
}

Admins only see reports for events matching their department (Youth Union or Student Association).

Get Report Details

Retrieve detailed information about a specific report.

Endpoint

GET /api/reports/detail/{reportID}

reportID

long

required

ID of the report

Authorization

Required Role: ADMIN

Response

200 OK

{
  "statusCode": 200,
  "message": "Report retrieved",
  "data": {
    "reportID": 89,
    "eventID": 123,
    "eventType": "YOUTH_UNION",
    "affiliatedOrg": "Computer Science Club",
    "submitterEmail": "[email protected]",
    "submitterName": "John Doe",
    "submitterRole": "Event Coordinator",
    "organizerCount": 5,
    "attendeeCount": 42,
    "walkInCount": 8,
    "iuyouthArticleURL": "https://iuyouth.com/article/123",
    "socialMediaURL": "https://facebook.com/post/456",
    "driveLink": "https://drive.google.com/folder/789",
    "totalBudget": 500000,
    "feedbackCount": 30,
    "feedbackFileID": "/uploads/reports/123/feedback/feedback.pdf",
    "status": "SUBMITTED",
    "photos": [
      {
        "photoID": 1,
        "fileID": "/uploads/reports/123/photos/EVT123_Workshop_01.jpg",
        "label": "Photo 1",
        "orderIndex": 0
      }
    ],
    "walkInAttendees": [
      {
        "recordID": 1,
        "studentID": "S123456",
        "fullName": "Jane Smith",
        "className": "CS2024",
        "attendanceType": "WALK_IN"
      }
    ],
    "attendeeCountTotal": 42,
    "certEligibleCount": 38,
    "submittedAt": "2024-04-20T14:30:00",
    "deadlineAt": "2024-04-29T23:59:00",
    "isLate": false
  },
  "timestamp": "2024-04-21T10:00:00"
}

Approve Report

Approve a submitted post-event report.

Endpoint

POST /api/reports/{reportID}/approve

reportID

long

required

ID of the report to approve

Authorization

Required Role: ADMINMust match event’s organization type

Query Parameters

adminID

long

ID of the approving administrator

Response

200 OK

{
  "statusCode": 200,
  "message": "Report approved successfully",
  "data": {
    "reportID": 89,
    "status": "APPROVED",
    "approvedAt": "2024-04-21T15:00:00",
    "approvedBy": 5
  },
  "timestamp": "2024-04-21T15:00:00"
}

Organizer receives email notification upon approval.

Reject Report

Reject a submitted report with a reason.

Endpoint

POST /api/reports/{reportID}/reject

reportID

long

required

ID of the report to reject

Authorization

Required Role: ADMIN

Query Parameters

reason

string

required

Explanation for rejection

adminID

long

ID of the rejecting administrator

Request Example

curl -X POST "http://localhost:8080/api/reports/89/reject?reason=Insufficient%20photo%20quality&adminID=5" \
  -H "Authorization: Bearer YOUR_JWT_TOKEN"

Response

200 OK

{
  "statusCode": 200,
  "message": "Report rejected",
  "data": {
    "reportID": 89,
    "status": "REJECTED",
    "rejectionReason": "Insufficient photo quality"
  },
  "timestamp": "2024-04-21T15:30:00"
}

Resubmit Report

Resubmit a rejected report with corrections.

Endpoint

POST /api/reports/{reportID}/resubmit

reportID

long

required

ID of the rejected report

Authorization

Required Role: ORGANIZERMust be the event organizer

Request Format

Same as initial submission - all parameters from /submit endpoint apply.

Cannot modify photos, feedback, or attendance if certExportLocked is true (after certificate template download).

Response

200 OK

{
  "statusCode": 200,
  "message": "Report resubmitted successfully",
  "data": {
    "reportID": 89,
    "status": "SUBMITTED",
    "submittedAt": "2024-04-22T10:00:00",
    "rejectionReason": null,
    "previousRejectionReason": "Insufficient photo quality"
  },
  "timestamp": "2024-04-22T10:00:00"
}

Upload Certificate Template

Upload the certificate template for approved reports.

Endpoint

POST /api/reports/{reportID}/upload-cert-template

reportID

long

required

ID of the approved report

Authorization

Required Role: ADMIN

Request Parameters

certTemplate

file

required

Excel template with student names for certificates

adminID

long

ID of the uploading administrator

Response

200 OK

{
  "statusCode": 200,
  "message": "Cert template uploaded successfully",
  "data": {
    "reportID": 89,
    "status": "CERT_TEMPLATE_PENDING",
    "certExportLocked": true,
    "certTemplateFileID": "/uploads/reports/89/cert-templates/template.xlsx"
  },
  "timestamp": "2024-04-23T11:00:00"
}

Organizer receives email notification when template is ready for download.

Download Certificate Template

Download the certificate template to fill in student information.

Endpoint

GET /api/reports/{reportID}/download-cert-template

reportID

long

required

ID of the report

Authorization

Required Role: ORGANIZERMust be the event organizer

Response

200 OK

{
  "statusCode": 200,
  "message": "Certificate template download initiated",
  "data": "/api/uploads/cert-templates/template_123.xlsx",
  "timestamp": "2024-04-23T14:00:00"
}

First download locks the report - photos, feedback, and attendance cannot be modified after this point.

Workflow

Event Completion

Event concludes and status changes to COMPLETED. Report deadline is set (7 or 14 days).

Report Submission

Organizer uploads photos, attendance Excel, feedback, and budget information.

Validation

System validates photo count, feedback threshold, and required fields.

Admin Review

Administrator reviews accuracy of attendance, photos, and documentation.

Approval/Rejection

Admin approves or rejects with feedback. Organizer can resubmit if rejected.

Certificate Generation

Admin uploads certificate template. Organizer downloads and completes.

Report Statuses

Status	Description
`NOT_SUBMITTED`	Report created but not yet submitted
`SUBMITTED`	Report submitted on time, awaiting review
`LATE_SUBMITTED`	Report submitted after deadline
`APPROVED`	Report approved by administrator
`REJECTED`	Report rejected, needs resubmission
`CERT_TEMPLATE_PENDING`	Certificate template uploaded, awaiting organizer download

Best Practices

Submit Early: Don’t wait until the deadline. Submit as soon as possible after the event.

Photo Naming: Follow the exact naming convention for your organization type to ensure proper processing.

Attendance Accuracy: Double-check attendance Excel for completeness and accuracy before submission.

Feedback Collection: For Student Association events, collect feedback during the event to meet the 50% threshold.

Error Responses

400 Bad Request - Photo Count Mismatch

{
  "statusCode": 400,
  "message": "Photo count validation failed. YOUTH_UNION requires exactly 5 photos, but got 3",
  "timestamp": "2024-04-20T14:30:00"
}

400 Bad Request - Insufficient Feedback

{
  "statusCode": 400,
  "message": "Feedback count insufficient. Required: at least 21 (50% of 42 attendees), got 15",
  "timestamp": "2024-04-20T14:30:00"
}

400 Bad Request - Already Submitted

{
  "statusCode": 400,
  "message": "Report has already been submitted",
  "timestamp": "2024-04-20T14:30:00"
}

400 Bad Request - Invalid Excel

{
  "statusCode": 400,
  "message": "Failed to parse attendance Excel: Missing required column MSSV",
  "timestamp": "2024-04-20T14:30:00"
}

Organizer Guide

Complete guide for submitting reports

Admin Guide

Administrator review process

Events API

Event management endpoints

File Upload Guide

File storage configuration

Overview

Endpoints

​Overview

Youth Union

Student Association

​Get Report by Event

​Endpoint

​Response

​Submit Post-Event Report

​Endpoint

​Authorization

​Request Format

​Required Parameters

​Optional Parameters

​Request Example

​Response

​Validation Rules

​Get All Reports (Admin)

​Endpoint

​Authorization

​Query Parameters

​Request Example

​Response

​Get Report Details

​Endpoint

​Authorization

​Response

​Approve Report

​Endpoint

​Authorization

​Query Parameters

​Response

​Reject Report

​Endpoint

​Authorization

​Query Parameters

​Request Example

​Response

​Resubmit Report

​Endpoint

​Authorization

​Request Format

​Response

​Upload Certificate Template

​Endpoint

​Authorization

​Request Parameters

​Response

​Download Certificate Template

​Endpoint

​Authorization

​Response

​Workflow

​Report Statuses

​Best Practices

​Error Responses

​Related Documentation

Organizer Guide

Admin Guide

Events API

File Upload Guide

Build docs developers (and LLMs) love

Overview

Get Report by Event

Endpoint

Response

Submit Post-Event Report

Endpoint

Authorization

Request Format

Required Parameters

Optional Parameters

Request Example

Response

Validation Rules

Get All Reports (Admin)

Endpoint

Authorization

Query Parameters

Request Example

Response

Get Report Details

Endpoint

Authorization

Response

Approve Report

Endpoint

Authorization

Query Parameters

Response

Reject Report

Endpoint

Authorization

Query Parameters

Request Example

Response

Resubmit Report

Endpoint

Authorization

Request Format

Response

Upload Certificate Template

Endpoint

Authorization

Request Parameters

Response

Download Certificate Template

Endpoint

Authorization

Response

Workflow

Report Statuses

Best Practices

Error Responses

Related Documentation