EventPro — User Guide

#	Chapter	Topics Covered
1	Introduction	Platform overview, modules, user roles, login
2	Dashboard	Widgets, navigation, quick actions
3	Clients	CRM, adding, editing, deactivating clients
4	Bookings	Lifecycle, creating, managing, staff assignment
5	Staff Management	HR records, profiles, departments, roles
6	Payroll & Payslips	Earnings, deductions, net pay, approval flow
7	HR Letters	Letter types, creating, tracking
8	Leave Management	Requesting, approving, rejecting leave
9	Clocking & Attendance	Clock in/out, access levels, reports
10	Tickets	Issuing, scanning, validating event tickets
11	Gallery	Media library, uploading, event albums
12	Customer Portal	Client self-service, Google OAuth, portal features
13	Admin Panel	Django admin, user accounts, system settings
14	Troubleshooting	Common issues and solutions

Chapter 01

Introduction

EventPro is a full-featured, web-based event management platform built for professional event planning companies. It centralises every aspect of running an events business — from capturing client enquiries and managing bookings, to processing payroll, tracking staff attendance, and providing customers with a self-service portal. All modules share a single database and a role-protected interface, ensuring that every team member works with live, consistent information at all times.

Modules at a Glance

Module	URL Prefix	Purpose
Core / Dashboard	/dashboard/	Central hub with metrics, quick links, and system-wide navigation.
Clients	/clients/	Full CRM for corporate and individual clients with contact history.
Bookings	/bookings/	End-to-end booking lifecycle from enquiry through to completion.
Staff	/staff/	HR records, payslips, HR letters, and leave management.
Clocking	/clocking/	Real-time staff clock-in / clock-out with event-linked access-level badges.
Tickets	/tickets/	Event ticketing — issuance, scanning, and validation.
Gallery	/gallery/	Photo and media library organised by event.
Customer Portal	/customer/	Branded self-service portal for clients to browse and track their events.
Admin Panel	/admin/	Django administration for system-level configuration and user management.

User Roles & Permissions

EventPro uses three system-level access roles. Each staff member is assigned one role on their profile, and this governs which pages and actions they can access across the entire platform.

Admin

Full System Access

Create, edit, delete any record
Manage system settings
Approve payroll & payslips
Manage user accounts
View all reports
Configure access levels

Supervisor

Operational Access

View & edit most records
Approve leave requests
View payslips
Manage assigned bookings
Clock staff in/out
Cannot delete core records

Staff

Limited Access

View own profile
Submit leave requests
View assigned events
Clock in/out (own records)
Read-only on most pages
Cannot manage other staff

⚠

Security Best PracticeAlways assign the minimum necessary role. Granting Admin access to general staff creates audit and data integrity risks.

Logging In

Standard Login

1

Navigate to your EventPro URL — e.g. https://wisdsol.xyz/

2

Enter your Username and Password.

3

Click Sign In. You will be redirected to the Dashboard at /dashboard/.

Google OAuth (Customer Portal)

1

Visit the customer login page at /customer/login/.

2

Click Sign in with Google and select your account.

3

Grant the requested permissions (name, email, profile picture).

4

You will be redirected to /customer/oauth/complete/ to finalise your profile.

✓

Forgot Password? Ask an Admin to reset your account via the Django Admin panel at /admin/auth/user/.

Chapter 02

Dashboard

The Dashboard is the first screen shown after a successful login. It provides a real-time snapshot of the business and serves as the primary navigation hub.

Dashboard Widgets

Widget	Description
Upcoming Events	Confirmed bookings scheduled within the next 7 days — shows client name, event type, date, and venue.
Staff on Duty	Staff members currently clocked in across all active events, updated in real-time from Clocking module.
Pending Actions	Highlights leave requests awaiting approval, draft payslips, and unconfirmed bookings needing attention.
Revenue Summary	Quick view of invoiced versus received amounts for the current calendar month.
Recent Bookings	The five most recently created or modified booking records with direct links.
Quick Actions	One-click buttons to create a new booking, add a client, or clock staff in.

Navigation

The top navigation bar contains links to every primary module. Visibility is role-based — staff only see modules they are permitted to access. The user profile icon in the top-right corner opens account settings and the logout button.

ℹ

Mobile AccessEventPro is fully responsive. On mobile devices the navigation collapses into a hamburger menu. All features are accessible on tablets and smartphones.

Chapter 03

Client Management

The Clients module is the CRM layer of EventPro. Every booking must be linked to a client record, making this module the foundation for all event activity.

Viewing Clients

1

Click Clients in the navigation bar to open the client list at /clients/.

2

Use the search bar to filter by name, email, or phone number.

3

Click any row to open the client detail view showing bookings, contact history, and notes.

Adding a New Client

1

From the client list, click Add Client.

2

Complete all required fields (marked *).

3

Click Save to create the record. You will be redirected to the client detail view.

Full Name required

Legal name of the individual or organisation.

Email required

Primary contact email. Must be unique across all client records.

Phone required

Mobile or landline number including country code.

Client Type optional

Individual or Corporate. Defaults to Individual.

Company optional

Organisation name — used for corporate clients.

Address optional

Physical or mailing address for invoicing and correspondence.

Notes optional

Internal comments, preferences, or special instructions.

Status optional

Active or Inactive. Inactive clients are hidden from booking dropdowns.

Editing & Deactivating Clients

Open the client detail view and click Edit. Make changes and click Save. To deactivate a client without deleting their history, set their status to Inactive. Their full record, including all past bookings and invoices, is preserved.

⚠

Do Not Delete ClientsDeleting a client permanently removes all associated bookings and financial records. Always use Inactive status instead.

Chapter 04

Bookings

Booking Lifecycle

Every event moves through a defined set of statuses. Understanding these is essential for effective pipeline management.

Enquiry

→

Confirmed

→

In Progress

→

Completed

Status	Meaning	Next Action
Enquiry	Client has expressed interest. No contract signed yet.	Send proposal, get deposit, move to Confirmed.
Confirmed	Contract signed and deposit received. Event on calendar.	Assign staff, arrange services.
In Progress	The event is happening today. Staff can clock in against it.	Monitor attendance, record issues.
Completed	Event finished and invoice fully settled.	Archive, request testimonial.
Cancelled	Booking was cancelled. Reason and date are recorded.	Process refund if applicable.

Creating a Booking

1

Navigate to /bookings/ and click New Booking.

2

Select or search for the Client. If the client doesn't exist, create them first in the Clients module.

3

Complete the event details (see field reference below).

4

Set the initial Status — typically Enquiry or Confirmed.

5

Click Save. You will be redirected to the booking detail view.

Field	Required	Description
Client	✅	Link to an existing client record.
Event Type	✅	Wedding, Corporate, Birthday, Conference, Gala, etc.
Event Date	✅	Date the event takes place.
Status	✅	Current stage in the lifecycle.
Venue	—	Location name and address.
Start / End Time	—	Planned event operating hours.
Guest Count	—	Expected number of attendees.
Budget	—	Agreed total budget for the event.
Services Required	—	Catering, Decoration, Photography, Security, Transport, etc.
Notes	—	Internal planning notes and special instructions.

Managing Existing Bookings

From the booking detail view you can update the status, add documents, generate invoices, record payments, and view a full activity log. Every change to a booking is time-stamped in the audit trail.

Assigning Staff to Events

1

Open the booking and click the Staff tab.

2

Use the Add Staff dropdown to search for team members.

3

Assign each person an event role (Coordinator, Caterer, Security, etc.).

4

Click Save Assignment. Assigned staff can now be clocked in against this booking.

ℹ

Active Staff OnlyOnly staff with an Active status appear in the assignment dropdown. If a team member is missing, check their status in the Staff module.

Chapter 05

Staff Management

The Staff module is EventPro's built-in HR system. It stores employment records for every team member and provides tools for payroll, HR letters, and leave management.

Viewing the Staff List

Navigate to /staff/. The default view shows all active staff, sorted alphabetically by last name. Use the filter panel to narrow results by Department, Role, or search by name. Click any row to open the full staff profile.

Adding a New Staff Member

1

Click Add Staff Member from the staff list at /staff/create/.

2

Complete all required fields. Upload a profile photo if available.

3

Set the Access Level appropriately (Admin, Supervisor, or Staff).

4

Click Save. The staff member will appear in the list immediately.

Field	Required	Notes
Employee ID	✅	Unique identifier, max 20 characters. Must not duplicate an existing ID.
First Name	✅	Legal given name.
Last Name	✅	Legal family name.
Email	✅	Work email. Must be unique across all staff records.
Phone	✅	Primary contact number including country code.
Role	✅	Manager, Coordinator, Decorator, Caterer, Driver, Security, Technical Support, Photographer, or Other.
Department	—	Links the record to an organisational department. Departments must exist first.
Date Hired	✅	Commencement date of employment.
Date of Birth	—	Used for age verification and HR compliance records.
National ID	—	Government-issued ID number for compliance.
Basic Salary	✅	Monthly gross basic salary before allowances or deductions. Pre-fills payslip forms.
Access Level	✅	System login role — Admin, Supervisor, or Staff.
Status	✅	Active, Inactive, On Leave, or Terminated.
Emergency Contact	—	Name of person to contact in an emergency.
Emergency Phone	—	Contact number for the emergency contact.
Photo	—	Profile image uploaded to the server's media directory.
Notes	—	Internal HR notes — not visible to the staff member.

Editing a Staff Member

Open the staff profile and click Edit. All fields except Employee ID can be modified. Changes are automatically time-stamped. When a staff member leaves, set their status to Terminated rather than deleting the record — this preserves all historical payroll, attendance, and letter data.

Staff Profile Tabs

Tab	Contents
Overview	Core contact information, role, salary, status, and emergency contact details.
Payslips	Six most recent payslips with quick-view amounts. Click View All for full payroll history.
Letters	All HR letters issued to this staff member, ordered by date descending.
Leave History	All leave requests submitted, including current status (Pending / Approved / Rejected).
Clock Records	Attendance log from the Clocking module showing every clock-in and clock-out.

Chapter 06

Payroll & Payslips

EventPro generates monthly payslips for each staff member, recording all earnings and deductions and calculating net pay automatically. Only one payslip can exist per staff member per month — attempting to create a duplicate will update the existing record.

Creating a Payslip

1

Open the staff member's profile and click Add Payslip (or navigate directly to /staff/{id}/payslip/create/).

2

Select the payroll month using the month picker.

3

Review and adjust the earnings fields. Basic Salary is pre-filled from the staff record.

4

Enter all applicable deductions.

5

Review the auto-calculated Gross Salary and Net Salary values.

6

Set the status and click Save.

Fields & Net Pay Formula

Earnings

Field	Description
Basic Salary	Core monthly salary. Pre-filled from the staff record but can be overridden per payslip.
Housing Allowance	Fixed monthly housing supplement.
Transport Allowance	Fixed monthly transport supplement.
Overtime	Payment for hours worked beyond the normal schedule.
Bonus	One-off or performance-based extra payment.

Deductions

Field	Description
Tax Deduction	Income tax withheld at source.
Insurance Deduction	Health or life insurance premium.
Other Deductions	Loans, salary advances, disciplinary deductions, or any other amounts.

Calculated Values

Basic

+ Housing

+

Overtime

+ Bonus

=

Gross

Gross Salary

−

Deductions

Tax + Insurance

=

Net Pay

Take-Home

Payslip Approval Workflow

Status	Who Sets It	Meaning
Draft	Payroll creator	Payslip is being prepared. Can be edited freely. Not yet visible to staff.
Approved	Admin / Supervisor	Figures reviewed and signed off. Ready for payment processing.
Paid	Admin	Salary has been disbursed. Record is finalised and locked.

✓

Duplicate ProtectionThe system enforces a unique constraint on (staff, month). If you re-submit a payslip form for the same month, it will update the existing record rather than creating a duplicate.

Chapter 07

HR Letters

EventPro can generate and store formal HR letters for each staff member. Letters are linked to the staff profile for easy retrieval and audit trail purposes.

Letter Types

Appointment Letter Offer Letter Confirmation Letter Warning Letter Promotion Letter Termination Letter Experience Letter Other

Creating a Letter

1

Open the staff member's profile and click New Letter, or navigate to /staff/{id}/letter/create/.

2

Select the Letter Type from the dropdown.

3

Enter the Subject, letter Date, and full letter Content.

4

Enter the Signed By name and Title (e.g. "CEO" or "HR Manager").

5

Click Save. The letter will appear in the staff member's Letters tab.

Field	Description
Letter Type	Category of letter — controls display label and template defaults.
Subject	One-line description appearing as the letter heading (max 200 characters).
Content	Full letter body. Supports multi-paragraph text.
Date	Official date of the letter — used on the printed document.
Signed By	Full name of the authorising signatory.
Signed By Title	Job title of the signatory (e.g. Human Resources Manager).
Is Sent	Checkbox to mark whether the letter has been delivered to the staff member.

Chapter 08

Leave Management

The leave management system allows staff to submit leave requests that supervisors or admins can approve or reject. All leave history is recorded on the staff profile.

Leave Types

Annual Leave Sick Leave Maternity Leave Emergency Leave Unpaid Leave

Submitting a Leave Request

1

Navigate to your staff profile and click Request Leave.

2

Select the Leave Type and enter the Start Date and End Date.

3

Enter the Reason for the leave request.

4

Click Submit. The request will be marked Pending and sent to a Supervisor or Admin for review.

Approving or Rejecting Leave (Supervisors & Admins)

1

Navigate to /staff/leaves/ to view all pending and historical leave requests.

2

Review the request details including leave type, dates, and reason.

3

Click Approve or Reject using the action buttons.

4

The decision is recorded alongside your name and timestamp. The staff member's profile is updated immediately.

Status	Meaning
Pending	Request submitted, awaiting a decision from a Supervisor or Admin.
Approved	Leave granted. The approver's name and timestamp are recorded.
Rejected	Leave declined. The staff member should follow up with their manager.

Chapter 09

Clocking & Attendance

The Clocking module provides real-time attendance tracking for staff across all events. It integrates directly with the Bookings module so that every clock record is linked to a specific event, enabling accurate hours-worked reporting per booking.

Clocking Dashboard

Navigate to /clocking/ to open the main dashboard. It shows all staff currently clocked in, recent clock-out records, and controls to clock staff in or out.

⚡ Live Attendance — Clocking Dashboard

Sarah Mensah

On Site

Supervisor

Clocked in 08:15

Kwame Asante

On Site

Staff

Clocked in 09:02

Ama Osei

Clocked Out

Admin

3.5 hrs worked

Clocking Staff In

1

From the clocking dashboard, click Clock In.

2

Select the Staff Member from the dropdown (active staff only).

3

Select the Booking / Event they are attending (optional but strongly recommended).

4

Choose the Access Level for this event (Admin, Supervisor, Staff, or Promo Badge/VIP).

5

Optionally enter the Location (venue gate or zone).

6

Click Submit. The system records the current time as the clock-in timestamp.

⚠

Double Clock-In PreventionThe system will reject a clock-in if the staff member already has an open (not yet clocked-out) record for the same booking. You will see an error: "Staff already clocked in for this event."

Clocking Staff Out

1

Locate the staff member in the Currently On-Site list on the clocking dashboard.

2

Click the Clock Out button next to their name.

3

The system records the current time as clock-out and calculates hours worked automatically.

Access Levels (Event Badges)

Each clock-in record includes an access level that determines what areas and actions the person can access at the event venue.

Admin

Full Event Access

Manage Staff View Reports Manage Tickets Backstage

Supervisor

Operational Access

Manage Staff View Reports Manage Tickets Backstage

Staff

Standard Access

Manage Staff View Reports Manage Tickets Backstage

Promo Badge

VIP / Guest

Manage Staff View Reports Manage Tickets Backstage

Attendance Reports

Navigate to /clocking/report/ to view attendance records. Use the Booking filter to see all clock records for a specific event, including total hours worked by each staff member. Reports show up to the last 100 records by default.

✓

Hours Worked CalculationThe system automatically calculates hours worked as the difference between clock-in and clock-out times, rounded to 2 decimal places (e.g. 3.5 hours). Records without a clock-out show "In Progress".

Chapter 10

Tickets

The Tickets module handles event ticketing — issuing tickets to guests, scanning and validating them at the venue, and tracking attendance at ticketed events. Tickets are linked to individual bookings.

Managing Tickets

Navigate to /tickets/ to access the tickets module. From here you can issue new tickets, search existing tickets by code or guest name, and view the validation status of all issued tickets for an event.

Action	Description
Issue Ticket	Generate a ticket for a specific booking. A unique ticket code is assigned automatically.
Search Ticket	Look up a ticket by code, guest name, or booking reference.
Validate Ticket	Mark a ticket as used/scanned when a guest arrives. Prevents duplicate entry.
Print / Export	Print a ticket or export it as a PDF to send digitally to the guest.
Ticket Report	View totals for issued, validated, and remaining tickets per booking.

ℹ

Access RequiredStaff must have the can_manage_tickets permission (set via the Clocking access level) to validate tickets at the door. Admin and Supervisor roles have this by default.

Chapter 11

Gallery

The Gallery module is a media library where photos and event images are stored and organised by event. It can be used to share event highlights with clients through the Customer Portal.

Using the Gallery

Navigate to /gallery/ to access the media library. Albums are automatically created per booking when the first image is uploaded.

Action	How To
Upload Photos	Open or create an album, then click Upload. Supports JPG, PNG, and WEBP formats. Multiple files can be uploaded at once.
Organise Albums	Albums are named after the linked event booking. You can rename or add descriptions to each album.
Share with Client	Toggle the "Visible to Client" switch on an album to make it accessible in the Customer Portal.
Delete Media	Select photos and click Delete. This is permanent — ensure you have a backup before deleting.

Chapter 12

Customer Portal

The Customer Portal at /customer/ is a separate branded interface for your clients. It allows them to log in, view their event bookings, access shared galleries, and track the progress of their events — without needing access to the internal staff dashboard.

Portal Features for Clients

Feature	Description
My Bookings	View all events booked by this client account, with status, date, and venue.
Event Details	Drill down into a specific booking to see services included, timeline, and notes shared by the event team.
Gallery Access	Browse event photos in albums that have been marked as client-visible by staff.
Profile Management	Update contact details and notification preferences.

Authentication Options

Method	URL	Notes
Username & Password	/customer/login/	Standard Django auth. Accounts created by staff in the admin panel.
Google OAuth	/social-auth/login/google-oauth2/	One-click Google login. Automatically creates a CustomerProfile on first sign-in. Requires Google OAuth credentials configured in settings.

ℹ

Google OAuth SetupFor Google login to work, an Admin must configure GOOGLE_CLIENT_ID and GOOGLE_CLIENT_SECRET environment variables and add the correct redirect URI in the Google Cloud Console.

Chapter 13

Admin Panel

The Django Admin Panel at /admin/ provides direct database-level access for system administrators. It should only be used by technical administrators for tasks not available in the main interface.

✕

Admin Panel RiskThe admin panel allows direct modification of any database record. Incorrect changes can corrupt data. Only grant admin panel access to trusted technical users.

Common Admin Tasks

Task	Path in Admin
Create / reset user accounts	/admin/auth/user/
Manage departments	/admin/staff/department/
Configure clocking access levels	/admin/clocking/accesslevel/
View all payslips	/admin/staff/payslip/
Manage all leave requests	/admin/staff/leaverequest/
View raw clock records	/admin/clocking/clockrecord/
Manage OAuth social accounts	/admin/social_django/usersocialauth/

Creating a New User Account

1

Go to /admin/auth/user/ and click Add User.

2

Enter a Username and temporary Password.

3

Save, then edit the user to set Staff Status and assign group permissions if needed.

4

Link the Django user to a Staff record in /admin/staff/staff/ via the User field on the staff form.

Chapter 14

Troubleshooting

This chapter covers the most common issues encountered by EventPro users and their solutions.

Common Issues

Issue	Likely Cause	Solution
Cannot log in	Incorrect credentials, inactive account, or password expired.	Double-check username/password. Ask an Admin to verify account status in /admin/auth/user/.
Staff not appearing in dropdown	Staff member's status is not Active.	Open the staff profile and set status to Active. Save and try again.
"Already clocked in" error	An open clock-in record exists for this staff + booking combination.	Clock out the existing record first, then clock in again if needed.
Payslip duplicate error	A payslip already exists for this staff member and month.	The existing payslip will be updated, not duplicated. This is expected behaviour.
Cannot see a module	Insufficient access role assigned to your account.	Ask an Admin to update your Access Level on your staff profile.
Image upload fails	File too large, wrong format, or media directory permissions issue.	Ensure file is JPG/PNG/WEBP under 5MB. Ask a technical admin to check media directory write permissions.
Google OAuth not working	Missing or incorrect OAuth credentials, or redirect URI mismatch.	An Admin must set GOOGLE_CLIENT_ID and GOOGLE_CLIENT_SECRET env vars and verify the redirect URI in Google Cloud Console.
Missing departments	No departments created in the system.	An Admin must create departments at /admin/staff/department/ before they appear in staff dropdowns.
Reports show no data	No records match the selected filter period or booking.	Widen the date range or check that the booking ID is correct.
Page shows 404 Not Found	Incorrect URL or the record was deleted.	Check the URL for typos. If the record was deleted, it cannot be recovered.

Getting Further Help

Support Channel	Best For
Your System Administrator	Account issues, permission changes, data corrections, and system configuration.
Django Admin Panel	Direct data access for technical admins (use with caution).
Server Error Logs	Technical debugging of 500 errors. Accessible to server administrators only.

✓

Before Reporting a BugAlways note the exact URL where the error occurred, the steps to reproduce it, and any error message shown on screen. This information helps administrators diagnose and resolve issues quickly.

EventPro User Guide

Version 1.0 · March 2026 · eventpro.com

EventProUser Guide

Table of Contents

Modules at a Glance

User Roles & Permissions

Full System Access

Operational Access

Limited Access

Logging In

Standard Login

Google OAuth (Customer Portal)

Dashboard Widgets

Navigation

Viewing Clients

Adding a New Client

Editing & Deactivating Clients

Booking Lifecycle

Creating a Booking

Managing Existing Bookings

Assigning Staff to Events

Viewing the Staff List

Adding a New Staff Member

Editing a Staff Member

Staff Profile Tabs

Creating a Payslip

Fields & Net Pay Formula

Earnings

Deductions

Calculated Values

Payslip Approval Workflow

Letter Types

Creating a Letter

Leave Types

Submitting a Leave Request

Approving or Rejecting Leave (Supervisors & Admins)

Clocking Dashboard

Clocking Staff In

Clocking Staff Out

Access Levels (Event Badges)

Full Event Access

Operational Access

Standard Access

VIP / Guest

Attendance Reports

Managing Tickets

Using the Gallery

Portal Features for Clients

Authentication Options

Common Admin Tasks

Creating a New User Account

Common Issues

Getting Further Help

EventPro
User Guide