Create Event Flow Documentation

This document describes the complete flow for creating an event in the Zillout Admin portal.

Overview

The Create Event flow allows administrators to create new events for venues (places) in the system. The process involves selecting a venue and then filling out comprehensive event details including slots, passes, and optional sub-events.

How to Create an Event

Step 1: Click “Create Event” Button

  • Go to the Events page for your city
  • Find the blue “Create Event” button at the top right (next to the search bar)
  • Click it

Note: Screenshot placeholder: [Events page with Create Event button highlighted]

Step 2: Select a Venue

  • A popup window will open asking you to “Select a Place”
  • Type the name of the venue in the search box (at least 2 letters)
  • Click on the venue you want from the search results
  • The popup will close automatically

Note: Screenshot placeholder: [Place search with results]

Step 3: Fill Out Event Details

  • You’ll be taken to the Create Event form
  • Fill in all the required information about your event
  • See the sections below for details on what to fill

Note: Screenshot placeholder: [Create Event form page]

What to Fill in the Form

The form has different sections. Fill them out from top to bottom:

1. Basic Event Information

Fill in the main details about your event:

  • Event Name - What you want to call the event
  • Event Type - Category (e.g., Music, Sports, Food)
  • Description - Tell people what the event is about
  • Start Date & Time - When the event begins
  • End Date & Time - When the event ends
  • Event Image - Upload a picture for the event
  • Payment Options - Choose online, offline, or both
  • Other Settings - Invite only, booking allowed, etc.

Quick Tips:

  • Use “Copy Last Event” to copy details from your previous event
  • Use “Get Sample Event” to see an example

Note: Screenshot placeholder: [Event Header section]

2. Questions for Attendees (Optional)

Only shows up if you turn on “Restricted Access”:

  • Add questions that attendees must answer
  • You can ask for text answers, file uploads, or multiple choice

Note: Screenshot placeholder: [Questions section]

3. Time Slots and Passes

This is where you set up when people can attend and what tickets they can buy.

Simple Event (One Day):

  • Add time slots (e.g., “Morning 10am-2pm”, “Evening 6pm-10pm”)
  • For each slot, add pass types (e.g., “VIP Pass”, “General Admission”)
  • Set prices and how many tickets are available

Multi-Day Event:

  • Turn on “Sub-Events” option
  • Create separate events for each day
  • Add time slots and passes for each day

Note: Screenshot placeholder: [Direct Slots section]

How to Add Time Slots

For each time slot, you need to:

  1. Click “Add Slot”
  2. Set the start time and end time
  3. Add pass types (tickets) for that slot

Example:

  • Slot: “Evening Session 6pm-10pm”
  • Passes: “VIP Pass ₹500”, “General Pass ₹200”

Note: Screenshot placeholder: [Slot management modal]

How to Add Pass Types (Tickets)

For each slot, you can create different ticket types:

  1. Click “Add Pass Group” (optional - helps organize tickets)
  2. Click “Add Pass” to create a ticket type
  3. Fill in:
    • Name - e.g., “VIP Pass”, “Early Bird”
    • Price - How much it costs
    • Capacity - How many tickets available
    • Description - Any extra info

Note: Screenshot placeholder: [Pass management modal]

Final Step: Save Your Event

When you’re done filling everything out:

  1. Make sure you’ve filled:

    • Basic event information
    • At least one time slot
    • At least one ticket type (pass)

  2. Scroll down to the bottom of the page

  3. Click the big blue “Create Event” button

  4. Wait for it to save (you’ll see “Creating Event…” message)

  5. Done! Your event is now created

Note: Screenshot placeholder: [Submit button and success state]

Form Validation

The system validates:

  • Event Name: Required
  • Event Type: Required
  • Event Dates: Start date must be before end date
  • Slots: At least one slot required
  • Pass Groups: At least one pass group per slot
  • Passes: At least one pass per pass group
  • Sub-Events: If enabled, at least one sub-event required
  • Sub-Event Times: Must be within the main event date range
  • Slot Times: Must be within their parent event/sub-event time range
  • Pass Details: Name, price, and capacity are required

Data Pre-population

The form automatically pre-populates some fields from the selected venue:

  • Convenience Fee: Uses venue’s platform fee settings
  • Metadata: Includes venue terms and conditions (STNC, Cover TNC)

Technical Details

Route Structure

Events Page: /events/:city
  ↓ (Click Create Event)
Place Selection Modal
  ↓ (Select Place)
Create Event Form: /places/:city/:pubId/create_event?heading=Create%20Event

Key Components

  • Events.tsx: Main events listing page
  • PlaceSearch.tsx: Venue search component
  • CreateEvent.tsx: Main create event form container
  • EventHeader.tsx: Basic event information form
  • DirectSlotsSection.tsx: Direct slots management
  • SubEventsSection.tsx: Sub-events management
  • QuestionsSection.tsx: Restricted access questions
  • EventModals.tsx: Modal dialogs for managing entities

API Endpoints

  • Search Places: GET api/v1/rbzo/pubs/search?keyword={term}&city={city}
  • Get Place Details: Used to fetch venue metadata
  • Create Event: POST api/v1/rbzo/events (or similar endpoint)

Common Use Cases

Simple Single-Day Event

  1. Fill Event Header with basic details
  2. Keep has_sub_events as false
  3. Add one or more direct slots
  4. Add pass groups and passes to each slot
  5. Submit

Multi-Day Event with Sub-Events

  1. Fill Event Header
  2. Enable has_sub_events toggle
  3. Add multiple sub-events (one per day)
  4. Add slots to each sub-event
  5. Configure passes for each slot
  6. Submit

Restricted Access Event

  1. Enable Restricted Access in Event Header
  2. Add custom questions in Questions Section
  3. Configure event structure (slots/sub-events)
  4. Submit

Troubleshooting

Solution:

  • Ensure you’re typing at least 2 characters
  • Check that the venue exists in the selected city
  • Verify venue is active in the system

Issue: Form validation errors

Solution:

  • Check all required fields are filled
  • Verify date ranges are logical (start < end)
  • Ensure slot times are within event times
  • Confirm at least one pass exists per pass group

Issue: Cannot submit event

Solution:

  • Verify all required sections are completed
  • Check for validation error messages
  • Ensure network connection is stable
  • Try refreshing the page and re-entering data

Additional Notes

  • The form supports mobile and desktop views with responsive design
  • All date/time inputs use datetime-local format
  • Image uploads are processed asynchronously
  • The form state is managed locally until submission
  • Copy Last Event and Get Sample Event features help speed up event creation

Last Updated: [Date] Version: 1.0