1. System Overview

The Event Planning & Expense Management System is built on a central relational event architecture coupled with real-time budget tracking and task-coordination workflows. Rather than treating event scheduling, task tracking, and financial monitoring as isolated spreadsheets, this system consolidates event life cycles, attendee rosters, planning action items, and real-time ledger expenses into a single unified workspace.

2. Dashboard Workspace

The Dashboard is the primary landing page, providing high-level metrics and instant operational visibility across all event planning activities.

2.1. KPI Cards:

The four KPI summary cards track real-time system metrics; they are located at the top of the workspace.

• Total Events: Displays the total count of events registered in the system (e.g., 4).
• Upcoming Events: Shows the number of scheduled events with start dates in the future.
• Pending Tasks: Highlights the count of actionable planning tasks remaining to be finished.
• Total Expenses: Aggregates total expenditure logged across all events.

2.2. Data Tables

The view below the KPI cards is divided into two quick-reference tables:

• Upcoming Events Panel (Left Table):
  • Displays upcoming events sorted by date.
  • Details: Start Date, Name, Location, and Status.
• Active Tasks Panel (Right Table):
  • Displays key planning tasks across events to monitor execution.
  • Columns: Name, Event, Assigned To, and Status (colour-coded badges for Completed, To Do, or In Progress).

3. Events Workspace

The Events Workspace serves as the central directory for creating, filtering, and managing all organization events. It provides status breakdown counters, quick search capabilities, and direct access to event details.

3.1. Status KPI Cards

The three status indicators positioned at the top of the workspace provide a quick overview of the event lifecycle.

• PLANNED: Displays the number of upcoming events currently in the planning stage.
• ONGOING: Tracks events that are currently active or in progress.
• COMPLETED: Shows the total count of finalized past events.

3.2 Action & Search Controls

Search: User can search for an event by Name, location or Status using the search bar.

Actions: Click "View/Edit" on any row to view or edit event details. Click "NEW EVENT" at the top right to launch the modal window to register and create a new event record.

3.3. Events Table

The main table displays all registered events, providing a comprehensive overview of each event and its current status. Each row includes the event name, event type, scheduled start and end dates, venue or location, and attendance capacity.

4. Attendee Directory

The Attendee Directory manages participant tracking, confirmation statuses, contact information, and role assignments across all scheduled events.

4.1. Action & Search Control

• Search: Users can search for an attendee by Name, or email address using the search bar.

• Actions: Select or click on any row and select "Show Attendee" to view or edit attendee details. Click "NEW ATTENDEE" at the top right to launch the modal window to register new attendee for an event .

4.2. Attendee Table

The central table displays all registered attendees and their associated event information. Each row includes key details such as the attendee's name, contact information, organization, RSVP status, attendance status, and role.

5. Budget & Expense Workspace

The Budget & Expense Workspace serves as the system's financial ledger, tracking event budgets, logged line-item expenditures, payment status, and net remaining balances.

5.1. Financial Summary KPI Cards

At the top of the workspace, three real-time summary indicators display high-level monetary totals across the system:

• TOTAL BUDGET: Displays the cumulative allocated budget across events.
• TOTAL EXPENSE: Aggregates total logged expenditure incurred.
• BALANCE: Dynamic calculated variance showing net remaining available funds.

5.2.Action & Search Control

• Search: Text box for filtering expenses by description, event name, vendor, or payer.
• Action: Positioned at the upper-right corner; launches the modal window to log a new expense line item.

5.3. Expense Table

The central table displays all recorded expense transactions. Each row provides key details, including the transaction date, expense, associated event, vendor, amount, payment status, and the person who made the payment.

6. Task Management Workspace

The Task Management Workspace provides centralized coordination for all event planning action items, enabling team assignment, deadline tracking, and execution status monitoring across events.

6.1. Action & Search Controls:

• CREATE TASK Button: Located in the upper-right corner, this button opens a modal for creating and assigning a new planning task.

• Search Input Field: Text entry box for querying tasks by task name, event title, or assigned team member.
• Search Button: Applies the search term to filter and refine the task list grid.

6.2. Task Management Table

The main table displays all assigned planning tasks. Each row provides key details, including the task name, associated event, assignee, due date, priority, status, and an action button to view or edit the task.

7. Vendors Directory Workspace

The Vendors Directory maintains an authoritative directory of external suppliers, contractors, and service providers associated with event logistics and expense items.

7.1. Action & Search Controls

• ADD VENDOR Button: Positioned in the upper-right corner; launches the modal window to register a new vendor or supplier into the system.

• Search Input Field: Text box to search vendors by company name, contact person, email, or physical location.
• SEARCH Button: Triggers system filtering to update the visible vendor table based on query parameters.

7.2. Vendors Table

The central table displays all registered vendors and their contact information, making it easy to identify and select vendors when creating or managing event expenses. Each row includes the vendor's name, phone number, email address, location, and a selection checkbox for managing multiple records.

8. Events Workflows

How to Add a New Event

• Navigate to the Events Workspace
• Click the NEW EVENT button positioned at the top-right corner of the workspace header. This will open the Event input form.
• Enter the core event information into the form:
  • Event Name: Enter a descriptive title.
  • Type: Select the event type from the dropdown menu.
  • Start Time & End Time: Set the scheduled start and end dates and times.
  • Location: Specify the venue or physical location.
  • Attendance Slot: Enter the maximum attendee capacity or allocated slots.
  • Total Budget: Set the initial allocated budget for the event.
  • Organizer & Description: Fill in the designated event manager and additional context or agenda notes.
• Save the Event Click Save (or Submit) to commit the entry.
• Verify System Updates Once saved:
  • Creating a new event automatically updates the system by adding the event to the Events list with a Planned status, increasing the Planned KPI count, displaying the event in the Upcoming Events section on the Dashboard, and reflecting its allocated budget in the Total Budget balance within the Budget & Expense workspace.

9. How to Add an Attendee to an Event

1. Navigate to the Attendee Directory From the main left menu, click Attendees (or Attendee Directory) to open the participant workspace.
2. Click the NEW ATTENDEE button located at the top-right corner of the page.
3. Attach to Event and Enter Details
   • From the Event dropdown at the top of the modal, select the specific event you want to attach the participant to.
   • Fill in the participant's core contact info (Name, Phone Number, Email Address, and Organization).
   • Select their Attendee Role Type (e.g., Speaker, Guest, Organizer) and Attendee Status (e.g., Attending).
   • Check Has Confirmed if they have RSVP'd, or enter a Check In date if recording active attendance.
4. Save the Entry. Click OK to register and attach the attendee. The attendee will now be listed under the Attendee Directory and linked directly inside the event's profile workspace.

10. Expenses Workflow:

How to Log an Expense

1. Navigate to Budget & Expense Workspace From the main left menu, select Budget & Expense to open the system financial ledger.
2. Launch Expense Modal. Click the ADD EXPENSE button located in the upper-right corner of the workspace.
3. Enter Transaction Details
   • Type the item name in Expense Name.
   • Select the target event in Event and set the transaction date in Date.
   • Choose the supplier from Vendor.
   • Enter the cost in Amount and assign an Expense Category.
   • Set the payment state in Status and assign the paying party in Paid By.
4. Commit and Recalculate. Click OK. The transaction will log to the Expense Ledger Master Table, while the system instantly updates real-time financial totals:

11. Task Manager Workflow

How to Assign an Event Task

• Navigate to Task Management From the main navigation sidebar, click on Tasks (or Task Management) to access the task workspace.
• Click the CREATE TASK button located at the upper-right corner to launch the Task Modal.
• Enter Task Details & Assign Responsible Member
  • Type the action title in the Task field.
  • Select the associated event from the Event dropdown.
  • Select the designated owner from the Assigned To dropdown menu.
  • Set a completion target using the Due Date calendar field.
  • Set the initial Priority (e.g., High) and starting Status (e.g., To Do).
  • Provide context in the Description box.
• Click OK and then SAVE to commit the entry. The task will now populate in the Task Management master table.

12. Vendor Workflows:

How to Add a Vendor

1. Navigate to Vendors Directory From the main left menu, click on Vendors (or Vendors Directory) to open the supplier management page.
2. Launch Vendor Creation Modal Click the ADD VENDOR button located at the upper-right corner of the workspace header.
3. Enter Supplier Information
   • Type the supplier or business entity name into the Name field.
   • Enter direct contact details in Phone Number and Email Address.
   • Specify their physical or operational area in Location.
4. Save the Vendor Click OK to commit the record. The new vendor will immediately appear in the List all Vendors/Suppliers table and become available for selection when logging new transactions in the Budget & Expense module