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<h1>AISC Madrid Dashboard: A look at our internal tools for event and community management</h1> <h2>Introduction</h2> <p>As a student organization that hosts AI events and workshops, we face logistical challenges: managing registrations, managing speakers, and communicating with our community of 500+ people.</p> <p>What started as a system to publish events has evolved into a comprehensive dashboard that serves two distinct audiences: our internal team and the guests at our events.</p> <p>We are proud of it, and that's why we would like to provide more details about how it works and how the tool has simplified repetitive and boring, but essential, tasks for an association.</p> <h2>What we have built</h2> <p>Our dashboard is a system that handles everything from event management to communications. It is designed to serve two different profiles:</p> <ul>     <li><strong>For Members:</strong> Total administrative control with analytics, mailing management, QR scanner, and control over event creation and editing.</li>     <li><strong>For Guests:</strong> Access to personalized pre-event metrics and post-event attendee information.</li> </ul> <h2>Capabilities for Members</h2> <h3>1. Event Management</h3> <p>We create and manage events from start to finish directly from our platform, without relying on third parties, Google Forms, or similar tools:</p> <ul>     <li>Registration form creation.</li>     <li>Manage attendee lists and export data.</li>     <li>Track attendance by generating QR codes.</li>     <li>Send reminder emails x days before the event.</li>     <li>Google Calendar integration for easy scheduling.</li> </ul> <h3>2. Team Management</h3> <p>We organize all team information from a single place, giving everyone access to the dashboard with role-based permissions:</p> <ul>     <li>Add members with specific roles and capabilities. In our case, we have defined roles according to the teams we have: Digital Marketing, Web Development, Events & Workshops, and Administration & Finance.</li> </ul> <h3>3. Community Communication</h3> <p>We handle all communication with the community from this interface:</p> <ul>     <li>We send our newsletter (500+ people from the AI community at uc3m) through our interface thanks to Google's SMTP servers.</li>     <li>Includes an unsubscribe functionality for legal compliance.</li>     <li>Perform send tests before sending emails to large groups.</li> </ul> <h3>4. Check-in on event days</h3> <p>We manage the check-in process at events:</p> <ul>     <li>Generate unique QR codes for each attendee.</li>     <li>Scan QR codes for fast and accurate check-in.</li>     <li>View attendance statistics in real-time.</li>     <li>Export attendance reports for your records.</li>     <li>Manage last-minute registrations and walk-ins.</li> </ul> <h2>Capabilities for Guests</h2> <p>We like to offer a great experience to our speakers, providing them with all available information.</p> <h3>1. Guest Dashboard</h3> <p>Personalized access to events:</p> <ul>     <li>View the events you are assigned to.</li>     <li>Check event details, dates, and locations.</li>     <li>Access the attendee count and general information.</li>     <li>Export the event information in PDF format.</li>     <li>Navigate with a simplified and focused interface.</li> </ul> <h2>Why it matters</h2> <p>The creation and improvement of this system was born out of necessity.</p> <p>Thanks to it, we have left behind repetitive and boring tasks, focusing instead on the specific details of each event, turning them into unique and well-crafted experiences.</p> <h2>Try it yourself</h2> <p>If you are part of a student organization (at uc3m or elsewhere), a group, or any entity that organizes events, you might find our approach useful. Our dashboard is built with the goal of not having to touch a single line of code, making it accessible to everyone.</p> <p><strong>Explore our GitHub repository</strong> to see the full code and details. If you want to suggest an improvement, or report an issue, fork it and open a Pull Request!</p> <p><strong>Contact us</strong> if you have questions about the implementation or want to discuss how similar tools could work for your organization.</p> <hr> <p>We are very happy and proud of our work. Not only is it helping us learn about new technologies and event management, but we also built it entirely from scratch, with the continuous goal of <strong>minimizing our reliance on third-party services.</strong></p> <p><em>The AISC Madrid Web Team.</em></p>