# Events Documentation

**Last Updated:** 2026-01-08

## Basic Information

- **Feature Name:** Events
- **Slug:** events
- **Status:** Available
- **Related Product Pages:**
  - `v2/pages/product_events.php`
  - Product page: https://www.ordio.com/events

## Overview

Plane dein Eventpersonal mit Ordio – egal ob 20 oder 2.000 Mitarbeitende. Für jede Veranstaltung schnell, effizient und gesetzeskonform einsatzbereit. Ordio revolutioniert die Personalplanung für Veranstalter. Alles in einer App – vom kleinen Team bis zu tausenden Mitarbeitenden pro Tag. Für Festivals, Messen, Konzerte & mehr.

## Use Cases

### Large-Scale Festival Staffing

**Scenario:** A music festival needs to plan and manage 2,000+ staff members across multiple days and locations.

**Process:**

1. Event manager creates event in Ordio Events
2. Defines multiple locations/zones (entrance, stages, catering, security)
3. Creates shift templates for different roles
4. Assigns staff to shifts across all locations
5. Staff receive notifications with shift details
6. Real-time tracking of attendance and coverage
7. Automatic adjustments for no-shows
8. Comprehensive reporting for post-event analysis

**Benefits:** Handles large-scale events, real-time tracking, automatic adjustments, comprehensive reporting, mobile access.

### Wedding Catering Staff Planning

**Scenario:** A catering company needs to plan staff for multiple weddings with 20-50 staff members each.

**Process:**

1. Catering manager creates event for each wedding
2. Defines required roles (servers, chefs, bartenders)
3. Assigns staff based on availability and skills
4. Staff receive shift notifications via app
5. Real-time check-in/check-out tracking
6. Automatic time tracking for payroll
7. Post-event reports for client billing

**Benefits:** Efficient small-team planning, skill-based assignment, automatic time tracking, client billing reports.

### Trade Show Staff Coordination

**Scenario:** A company needs to coordinate staff across multiple booths at a trade show.

**Process:**

1. Event coordinator creates trade show event
2. Maps booth locations
3. Assigns staff to specific booths and time slots
4. Staff receive location-specific instructions
5. Real-time coverage tracking
6. Quick reassignment for coverage gaps
7. Post-event attendance reports

**Benefits:** Location-based planning, quick reassignments, coverage tracking, attendance reports.

### Conference Staff Management

**Scenario:** A conference organizer needs to manage staff for registration, sessions, and networking events.

**Process:**

1. Organizer creates conference event
2. Defines sessions and time slots
3. Assigns staff to registration, session support, networking
4. Staff receive detailed schedules via app
5. Real-time attendance tracking
6. Automatic shift reminders
7. Comprehensive post-conference reports

**Benefits:** Session-based planning, detailed schedules, automatic reminders, comprehensive reports.

## Target Audience

### Primary Users

**Event Managers:**

- Daily responsibility for event staffing
- Need scalable planning for 20-2,000+ staff
- Require real-time tracking and adjustments
- Benefit from mobile access and notifications

**Event Agencies:**

- Coordinate multiple events simultaneously
- Need efficient staff assignment
- Require comprehensive reporting
- Benefit from template reuse

**Catering Companies:**

- Plan staff for multiple events
- Need skill-based assignment
- Require time tracking for billing
- Benefit from mobile check-in/check-out

**Venue Managers:**

- Coordinate staff for various events
- Need location-based planning
- Require coverage tracking
- Benefit from real-time adjustments

### Secondary Users

**Event Staff:**

- Receive shift assignments
- Check in/out via mobile app
- View schedules and locations
- Receive notifications

**Clients:**

- View staffing plans
- Receive post-event reports
- Track coverage and attendance

### Industries

**Festivals & Concerts:**

- Large-scale event staffing (1,000-2,000+ staff)
- Multiple locations and stages
- Extended duration events

**Weddings & Private Events:**

- Small to medium team planning (20-100 staff)
- Single location events
- High service quality requirements

**Trade Shows & Conferences:**

- Medium to large team planning (50-500 staff)
- Multiple locations/booths
- Session-based scheduling

**Corporate Events:**

- Varied team sizes
- Professional event management
- Comprehensive reporting needs

## Key Functionality

### Core Capabilities

- **Skalierbare Planung:** Plan staff for 20 to 2,000+ employees
- **Multi-Location Support:** Manage staff across multiple locations/zones
- **Real-time Tracking:** Real-time attendance and coverage tracking
- **Mobile Access:** Full functionality via iOS and Android apps
- **Automatic Notifications:** Shift reminders and updates
- **Time Tracking:** Automatic time tracking for payroll
- **Quick Adjustments:** Rapid reassignment for coverage gaps
- **Comprehensive Reporting:** Post-event analysis and reporting

### Advanced Features

**Event Templates:**

- Create reusable event templates
- Save common staffing patterns
- Quick setup for recurring events
- Template customization per event

**Skill-Based Assignment:**

- Assign staff based on skills and qualifications
- Match staff to role requirements
- Track certifications and qualifications
- Optimize staff utilization

**Location Management:**

- Map event locations/zones
- Assign staff to specific locations
- Track coverage per location
- Location-specific instructions

**Real-time Adjustments:**

- Quick reassignment for no-shows
- Automatic coverage gap detection
- Real-time availability updates
- Emergency staff replacement

**Integration:**

- Integration with Zeiterfassung for time tracking
- Integration with Lohnabrechnung for payroll
- Integration with Dokumentenmanagement for certifications
- Export capabilities for reporting

## Technical Implementation

### Files

**Frontend Files:**

- **PHP:** `v2/pages/product_events.php` (~685 lines)
  - Product page with hero section, feature showcase, FAQ section, and CTAs
  - Alpine.js integration for interactive elements
  - AOS (Animate On Scroll) for animations
  - Schema markup for SEO (Service, BreadcrumbList)
  - Responsive design with Tailwind CSS

**JavaScript:**

- Alpine.js components for interactive UI
- Custom event planning components

**CSS:**

- `/v2/css/product-pages.min.css` - Shared product pages stylesheet
- Tailwind CSS utility classes
- Custom events styles

**Dependencies:**

**Backend Systems:**

- Event management system
- Staff assignment engine
- Real-time tracking system
- Notification service (email, push)
- Time tracking integration
- Reporting system

**External Integrations:**

- Mobile app backend API
- Email notification service
- Push notification service
- Time tracking system
- Payroll system

**Frontend Libraries:**

- Alpine.js for reactive UI components
- Tailwind CSS for styling
- AOS (Animate On Scroll) for animations

### API Endpoints

**Event Management:**

- `GET /api/events` - List all events
- `POST /api/events` - Create new event
- `GET /api/events/{id}` - Get event details
- `PUT /api/events/{id}` - Update event
- `DELETE /api/events/{id}` - Delete event

**Staff Assignment:**

- `POST /api/events/{id}/assign` - Assign staff to event
- `GET /api/events/{id}/assignments` - Get event assignments
- `PUT /api/events/{id}/assignments/{assignmentId}` - Update assignment
- `DELETE /api/events/{id}/assignments/{assignmentId}` - Remove assignment

**Real-time Tracking:**

- `POST /api/events/{id}/checkin` - Check in staff member
- `POST /api/events/{id}/checkout` - Check out staff member
- `GET /api/events/{id}/attendance` - Get attendance status
- `GET /api/events/{id}/coverage` - Get coverage status

**Reporting:**

- `GET /api/events/{id}/reports` - Get event reports
- `GET /api/events/{id}/export` - Export event data
- `GET /api/events/reports/summary` - Get events summary report

## User Experience

### Detailed User Flow

#### Flow 1: Creating an Event

1. **Access Events:**

   - Event manager logs into Ordio
   - Navigates to "Events" section
   - Clicks "Neues Event" (New Event)

2. **Define Event:**

   - Enters event name, date, and duration
   - Defines locations/zones
   - Creates shift templates
   - Sets staffing requirements

3. **Assign Staff:**

   - Selects staff members
   - Assigns to shifts and locations
   - Configures notifications
   - Saves event

4. **Event Active:**
   - Staff receive notifications
   - Real-time tracking begins
   - Coverage monitoring active

#### Flow 2: Staff Check-in/Check-out

1. **Receive Notification:**

   - Staff member receives shift reminder
   - Notification includes location and time

2. **Check In:**

   - Staff member arrives at event location
   - Opens Ordio app
   - Checks in via app
   - System records check-in time

3. **During Shift:**

   - Real-time tracking active
   - Manager can see attendance status
   - Coverage tracked automatically

4. **Check Out:**
   - Staff member completes shift
   - Checks out via app
   - System records check-out time
   - Time automatically calculated for payroll

### UI Components

**Event Dashboard:**

- **Layout:** Overview cards with event list
- **Elements:**
  - Event cards with status
  - Upcoming events list
  - Quick actions (create, view, edit)
  - Filter options
- **Interactions:** Click to view details, create new event, filter
- **Visual Design:** Clean dashboard with event cards

**Event Planning Interface:**

- **Layout:** Calendar/timeline view with staff assignment
- **Elements:**
  - Event timeline
  - Staff assignment grid
  - Location/zones view
  - Assignment tools
- **Interactions:** Drag-and-drop assignments, click to edit, assign staff
- **Visual Design:** Visual planning interface with timeline

**Mobile Check-in Interface:**

- **Layout:** Mobile-optimized check-in screen
- **Elements:**
  - Check-in button
  - Location display
  - Shift information
  - Check-out button
- **Interactions:** Tap to check in/out, view details
- **Visual Design:** Simple mobile interface

## Visual Documentation

### Screenshots

**Event Dashboard:**

- **File:** `/v2/img/screenshots/events-dashboard.webp`
- **Alt Text:** "Events dashboard showing event list and planning interface"
- **Caption:** Main events dashboard with event management

**Event Planning:**

- **File:** `/v2/img/screenshots/events-planning.webp`
- **Alt Text:** "Event planning interface with staff assignments"
- **Caption:** Event planning interface showing staff assignments

### Diagrams

**Event Planning Flow:**

- **File:** `/v2/img/diagrams/events-planning-flow.svg`
- **Description:** Flow from event creation → staff assignment → check-in → tracking → reporting
- **Use Case:** Understanding the complete event staffing workflow

## Maintenance

### Update Schedule

- **Regular updates:** Monthly feature enhancements based on user feedback
- **Integration updates:** As needed for system integrations
- **Performance optimization:** Ongoing improvements for large-scale events
- **Mobile app updates:** Improve mobile check-in/check-out experience

### Common Updates

- **Scalability improvements:** Enhance performance for very large events (2,000+ staff)
- **Template enhancements:** Improve event template functionality
- **Reporting improvements:** Add new report types and export options
- **Integration enhancements:** Improve integration with time tracking and payroll
- **Mobile improvements:** Enhance mobile app functionality

## Related Documentation

- [Product Pages Inventory](../../pages/product-pages/PRODUCT_PAGES_INVENTORY.md)
- [Product Features Inventory](../PRODUCT_FEATURES_INVENTORY.md)
- [Schichtplanung Documentation](schichtplanung-documentation.md)
- [Zeiterfassung Documentation](zeiterfassung-documentation.md)

## Related Cursor Rules

- [product-pages.mdc](../../../../.cursor/rules/product-pages.mdc)
- [shared-patterns.mdc](../../../../.cursor/rules/shared-patterns.mdc)
- [global.mdc](../../../../.cursor/rules/global.mdc)