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Event Management

Creating an Event

Command: /createevent <club> [visibility]

Parameters:

  • club: Your club name or slug (autocomplete enabled)
  • visibility: Public (all server) or Private (club members only) - optional, defaults to public

Step-by-Step Process:

  1. Basic Information Modal

    • Event Title
    • Description
    • Date & Time (format: YYYY-MM-DD HH:MM)
    • Venue (Physical/Virtual/Hybrid)
    • Event Type (workshop, seminar, competition, social, meeting, etc.)

  2. Additional Details Modal

    • Max Participants (optional limit)
    • Min Participants (optional)
    • Registration Details (deadline, fee, form URL)
    • Eligibility Criteria (batch, faculty restrictions)
    • Meeting/Registration Link

  3. Payment Details Modal (Only shown if registration fee is set)

    Security Note: When you set a registration fee, you MUST provide at least one payment method. This prevents phishing scams and ensures participants have safe payment options.

    Required information (provide at least ONE):

    • Bank Account Details: Account holder name, bank name, account number
    • Khalti Number: 10-digit mobile number (e.g., 9812345678)
    • eSewa Number: 10-digit mobile number (e.g., 9812345678)
    • Payment Instructions: Additional notes for participants (optional)

    Validation Rules:

    • ✅ At least ONE payment method required when fee > 0
    • ✅ Khalti/eSewa numbers must be exactly 10 digits
    • ✅ Cannot skip payment details even with external form URL

  4. Payment QR Code Upload (Optional but recommended)

    • Upload QR code image for easy payments
    • Sent via DM, same as poster upload
    • Timeout: 5 minutes
    • Supported formats: JPG, PNG, GIF (max 8MB)
    • Can skip and proceed to poster upload

  5. Poster Upload

    • Upload event poster (JPG, PNG, max 8MB)
    • Or skip to continue without poster

Approval Workflow

  • Events may require approval based on Club Settings.
  • If approval is needed, admins get a request.
  • Once approved, the event creator receives an email notification and the event is posted to the appropriate channel.

Event Visibility Levels

Level Visibility Posted To
Public All server members Public event channel
Private Club members only Private club channel

Event Registration

User Experience

  1. Click "Register for Event" button on the event post.
  2. If the event is Free, you are registered immediately.
  3. If Paid, you receive payment details:
    • Payment Methods Available: Bank Transfer, Khalti, eSewa (as provided by organizer)
    • Payment QR Code: If uploaded, displayed for easy scanning
    • Payment Instructions: Additional notes from organizer
    • Upload payment proof image after making payment
    • Wait for verification by event organizers
  4. Receive confirmation DM upon successful verification.

Payment Methods

Event organizers can provide multiple payment options:

  • Bank Transfer: Full account details (holder, bank, account number)
  • Khalti: 10-digit mobile number
  • eSewa: 10-digit mobile number
  • QR Code: Scannable image for quick payments

Note: All payment details are verified and validated during event creation to ensure participant safety.

Organizer Experience

  • Participant List: Use /eventparticipants <event_id> to view list.
  • Export: You can export the participant list to Excel for attendance tracking.

Eligibility System

Events can specify eligibility criteria:

  • Batch Restrictions: e.g., 078, 079, 080
  • Faculty Restrictions: e.g., Electronics, Computer, Civil
  • Role-Based: e.g., @Club Member only

Members who don't meet these criteria cannot register.