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Organize and track academic events including seminars, conferences, workshops, and symposiums with participant management.

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Overview

The Event Management module helps you plan, execute, and analyze academic activities throughout the Master’s program lifecycle.

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Key Features

Event Types

Support for Seminarios, Congresos, Simposios, Talleres, and Conferencias

Modality Options

Track Presencial, Virtual, or Híbrida events

Scope Tracking

Classify as Local, Nacional, or Internacional

Participation Management

Register and track attendees, speakers, and organizers

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Event List

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Card Display

Events are shown in a modern card layout: alt=“Event cards showing type, modality, and details” /> Each card contains:
  • Top Badge: Event type and scope (e.g., “SEMINARIO • Nacional”)
  • Modality Badge: Presencial, Virtual, or Híbrida (color-coded)
  • Event Title: Bold, uppercase, truncated to 2 lines
  • Key Details:
    • 📍 Location/venue
    • ⏱️ Duration in hours
    • 📅 Start date
  • Action Buttons: Folder, View, Edit, Delete (hover to reveal)

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Color-Coded Modality

const modalityStyles = {
  'Presencial': 'bg-green-500/10 text-green-700 border-green-200',
  'Virtual': 'bg-blue-500/10 text-blue-700 border-blue-200',
  'Híbrida': 'bg-purple-500/10 text-purple-700 border-purple-200'
};

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Filter Options

  • Todos (All)
  • Seminario
  • Congreso
  • Simposio
  • Taller
  • Conferencia
alt=“Event filter panel with dropdowns” />

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Search Functionality

Search events by:
  • Event name (partial match)
  • Location/venue
  • Speaker names
Results update in real-time as you type. 
const filteredEvents = events.filter(ev => {
  return (
    ev.nombre.toLowerCase().includes(searchTerm.toLowerCase()) ||
    ev.lugar.toLowerCase().includes(searchTerm.toLowerCase())
  );
});

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Event Form

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Basic Information

1

Event Name

Descriptive title (required)
2

Event Type

Select from dropdown: Seminario, Congreso, etc.
3

Scope & Modality

Choose reach (Local/Nacional/Internacional) and format
4

Location

Physical venue or virtual platform name

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Required Fields

  • ✅ Nombre_Evento (Event name)
  • ✅ Tipo_Evento (Event type)
  • ✅ Fecha_Inicio (Start date)
  • ✅ Lugar (Location)

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Date & Time

Start Date

Event begins (required)

End Date

Event ends (optional for single-day events)

Registration Deadline

Last day to register participants

Duration

Total hours (Intensidad_Horaria)
// Date format example
const eventData = {
  Fecha_Inicio: '2024-03-15',
  Fecha_Fin: '2024-03-17',
  Intensidad_Horaria: 24, // hours
  Fecha_Limite_Inscripcion: '2024-03-01'
};

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Additional Details

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Organizers & Sponsors

  • Organizador_Principal: Lead organizing entity
  • Co-Organizadores: Supporting organizations
  • Patrocinadores: Sponsors and funding sources

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Description & Objectives

  • Descripción: Event overview (500-1000 words)
  • Objetivos: Learning objectives (bullet points)
  • Público_Objetivo: Target audience description
  • Requisitos: Prerequisites or requirements

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Registration & Costs

  • Costo_Inscripción: Registration fee
  • Cupos_Disponibles: Available seats/slots
  • Link_Inscripción: Registration URL
For virtual events, include the platform link (Zoom, Teams, etc.) in the Location field.

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Participation Management

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Participant Types

Attendees

Students and external participants

Speakers

Presenters and panelists

Organizers

Planning committee members

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Adding Participants

Navigate to Events → View → Participations:
1

Select Event

Click “Ver” on any event card
2

Participants Tab

Switch to the “Participaciones” tab
3

Add Participant

Click “Añadir Participante” button
4

Fill Details

  • Select participant type
  • Link to student/teacher record or enter manually
  • Specify role (if speaker/organizer)
  • Mark attendance after event

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Participation Record

const participationSchema = {
  ID_Participacion: "PART-2024-03-001",
  ID_Evento: "EVE-2024-01-005",
  ID_Participante: "EST-2024-01-010", // or DOC-2024-01-003
  Tipo_Participante: "Asistente", // or "Ponente", "Organizador"
  Rol_Especifico: "Panelista", // if Ponente
  Asistió: true, // marked post-event
  Certificado_Emitido: true
};

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Attendance Tracking

After the event:
  1. Open event details
  2. Go to Participations tab
  3. Check “Asistió” for attendees who showed up
  4. Generate attendance certificates
alt=“Attendance checklist with checkboxes” />

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Certificates

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Auto-Generation

The system can generate attendance certificates:
  • PDF format
  • Includes event details, dates, and hours
  • Signed by program director
  • QR code for verification

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Certificate Template

const certificateData = {
  participant: "Juan Pérez García",
  document: "CC 12345678",
  eventName: "X Seminario Internacional de Investigación",
  eventDates: "15-17 de Marzo de 2024",
  hours: 24,
  role: "Asistente", // or "Ponente", "Organizador"
  verificationCode: "CERT-2024-03-001"
};
Certificates are automatically saved to the participant’s Drive folder.

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Event Drive Folders

Each event has a dedicated folder: 
Eventos/
  └── [Year]/
      └── [Event Name] - [Event ID]/
          ├── Programa/
          ├── Presentaciones/
          ├── Material de Apoyo/
          ├── Asistencia/
          └── Certificados/

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Uploading Event Materials

1

Access Event

Open event in view or edit mode
2

Documents Tab

Click “Documentos” tab
3

Select Folder

Choose appropriate subfolder (Programa, Presentaciones, etc.)
4

Upload Files

Drag and drop or select files to upload

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Export & Reporting

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Export Options

Click Exportar to download:

Event List

All events with details in Excel format

Participation Report

Attendee list with contact info and roles

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Report Includes

  • Event ID, name, type, scope, modality
  • Dates, location, duration
  • Organizer information
  • Participant count by type
  • Attendance rate
  • Certificate issuance status
const exportFields = [
  'ID_Evento', 'Nombre_Evento', 'Tipo_Evento', 'Alcance',
  'Modalidad', 'Fecha_Inicio', 'Lugar', 'Intensidad_Horaria',
  'Total_Participantes', 'Tasa_Asistencia'
];

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Import Events

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Excel Template

Download template from Events → Import: 
Nombre_Evento, Tipo_Evento, Alcance, Modalidad, Fecha_Inicio,
Fecha_Fin, Lugar, Intensidad_Horaria, Organizador_Principal

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Import Process

  1. Fill template with event data
  2. Upload Excel file
  3. System validates dates and types
  4. Auto-generates event IDs
  5. Creates Drive folders (optional)
Ensure dates are in YYYY-MM-DD format for successful import.

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Calendar Integration

View events in calendar format:
  • Monthly view with event markers
  • Color-coded by event type
  • Click date to see events
  • Quick add from calendar alt=“Calendar view with events marked” />
Calendar view is accessible from Dashboard → Eventos Module.

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Analytics

The dashboard provides event analytics:
  • Events per type (pie chart)
  • Attendance trends (line chart)
  • Participant demographics
  • Scope distribution (local vs. international)
  • Virtual vs. presencial comparison

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Notifications

Upcoming Events

7 days before event start

Registration Reminder

3 days before deadline

Post-Event Survey

1 day after event ends

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Source Code Reference

Key files:
  • Event list: Fronted/src/pages/events/EventList.jsx:64
  • Event form: Fronted/src/pages/events/EventForm.jsx
  • Participation manager: Fronted/src/pages/events/ParticipationManager.jsx
  • API service: api.events namespace

Dashboard

View event analytics and trends

Student Management

Track student event participation

Teacher Management

Manage faculty as speakers/organizers

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