Event Management

Table of Contents

1. Events Management
2. Events Registration Report
3. Events List
4. Event Survey List
5. Event Survey Response
6. Event Type
7. Event Location
8. Events Registration Import
9. Events List Import
10. Event SQL Report

1. Events Management

The Events Management section in EasyLib acts as the central control panel for creating, managing, and monitoring institutional events. As shown in the image, this module allows administrators and coordinators to handle the complete event lifecycle from a single screen.

From the left navigation panel, users can access all event-related functions such as Events Registration Report, Events List, Event Survey, Setup, Import, and SQL Reports, making event operations well organized and easy to navigate.

In the main data grid (center of the screen), event-related records are displayed in a tabular format. Each row represents a registered participant for an event, linked to a specific Event ID and Event Name. This helps users clearly identify which participant is associated with which event.

Key event and participant details visible in the image include:

1. Event ID and Event Name (e.g., EasyLib Home Page (OPAC) Analytics Webinar)
2. Participant Name
3. Email ID
4. Phone Number
5. Registration Date
6. Registration Status
7. Registration Remarks
8. Organization ID and Organization Name

The filter panel on the left side of the report allows users to quickly search and narrow down records using fields like Event ID, Event Name, Name, Email ID, Phone Number, Registration Date, Status, and Organization details. This makes it easy to locate specific registrations or analyze event participation.

The action buttons at the top-right of the screen provide powerful management tools:

1. Bulk Email – to send emails to be selected or filtered participants
2. Update CRM Data – to synchronize participant information
3. Update MemberID – to manage member records
4. Export – to download event data in Excel or other formats
5. Show/Hide Columns – to customize visible data fields

Overall, Events Management ensures that all event data—event details, registrations, participant information, and organizational mapping—is accurately recorded, searchable, and reportable. This improves coordination, reduces manual tracking, and helps institutions run events smoothly and professionally.

2. Events Registration Report

The Events Registration Report in EasyLib provides a comprehensive view of all participants registered for institutional events. As seen in the screen, this report is designed to help event organizers, administrators, and management monitor registrations, participation levels, and attendee details from a single interface.

The report displays participant records in a structured tabular format, where each row represents a registered participant linked to a specific event. This allows users to quickly understand who has registered for which event.

Key information visible in the report includes:

1. Event ID and Event Name, clearly identifying the event
2. Participant Name
3. Email ID and Phone Number for communication
4. Registration Date, showing when the participant registered
5. Registration Status, indicating confirmation or participation state
6. Registration Remarks, for internal notes or feedback
7. Organization ID and Organization Name, useful for institutional or corporate events

The filter panel on the left side enables users to search and refine data using multiple criteria such as event name, participant name, email ID, phone number, registration date, status, and organization details. This makes it easy to find specific registrations or analyze participation trends.

The action buttons on the top-right of the report provide quick administrative functions:

1. Bulk Email to communicate with registered participants
2. Update CRM Data to synchronize participant records
3. Update Member ID for member mapping
4. Export to download the registration data for offline use
5. Show/Hide Columns to customize the report view

Overall, the Events Registration Report helps institutions track event participation accurately, improve communication with attendees, and evaluate the success of events, while reducing manual tracking and ensuring data transparency.

3. Events List

The Events List screen in EasyLib provides a complete overview of all events created in the system. As shown in the image, this section helps administrators and coordinators view, manage, and update event details from a single, organized interface.

The screen displays events in a tabular list format, where each row represents one event. This allows users to quickly scan through ongoing, upcoming, and past events.

Key details visible in the Events List include:

1. Event Name, clearly identifying the event
2. Event Type (Webinar, Awareness Program, etc.)
3. Owner, showing the event coordinator or responsible user
4. Start Date and End Date of the event
5. Location, indicating where the event is conducted
6. Paid Event status, identifying whether the event is free or paid
7. Action column, providing the Modify option to edit event details

The filter panel on the left side allows users to search events using criteria such as Event ID, Event Name, Event Type, Start Date, End Date, Location, Institute, Owner, and Paid Event status, making it easy to locate specific events.

The Show/Hide Columns option at the top enables users to customize the event list view based on their requirements. The Add Event button allows quick creation of new events directly from this screen.

Pagination controls at the bottom help users navigate through large numbers of events efficiently.

Overall, the Events List ensures structured event management, quick access to event information, easy modification of event records, and improved coordination across institutional events.

4. Event Survey List

The Event Survey List in EasyLib displays all feedback surveys created for institutional events in a clear and organized manner. As shown in the screen, this section helps administrators and event coordinators manage, review, and control event-related feedback forms from a single place.

The surveys are displayed in a tabular format, where each row represents one survey linked to a specific event. This makes it easy to identify which survey belongs to which event

Key details visible in the Event Survey List include:

1. Survey Title, indicating the purpose of the feedback form
2. Event ID, linking the survey to the event
3. Event Name, clearly identifying the associated event
4. Event Description, providing context about the event
5. Created On date, showing when the survey was created
6. Action options, such as Preview, Modify, Copy Link, View Responses, and Delete

The Create Survey button at the top allows users to quickly design and publish new surveys for events.

Using the action links, coordinators can preview the survey before sharing, modify questions if required, copy the survey link for distribution, and view participant responses once feedback is submitted.

Overall, the Event Survey List ensures structured feedback management, easy monitoring of survey usage, and effective collection of participant opinions to evaluate and improve future events.

5. Event Survey Response

The Event Survey Response screen in EasyLib displays feedback responses submitted by participants for a selected event survey. As shown in the screen, this section helps administrators and coordinators review, monitor, and analyze participant feedback effectively.

At the top of the screen, users can select a specific event survey from the dropdown list (for example, Circulation Webinar – Participant Feedback). Once selected, the system displays all responses related to that event.

The responses are shown in a tabular format, where each row represents one participant’s submitted feedback. Key details visible include:

1. Participant Name
2. Email ID
3. Phone Number
4. Organization
5. Submitted On date and time
6. View option, which allows users to see the complete survey response

The View button enables coordinators to open and review detailed answers provided by each participant, supporting qualitative and quantitative analysis.

Overall, the Event Survey Response section ensures transparent feedback tracking, easy access to participant responses, and effective evaluation of event quality and satisfaction levels, helping institutions improve future events.

6. Event Type

The Event Type setup screen in EasyLib is used to define and manage different categories of events conducted by the institution. As shown in the screen, this section helps standardize event classification, ensuring consistency while creating and reporting events.

The screen displays event types in a simple tabular format, where each row represents one event category. This allows administrators to quickly view all available event types configured in the system.

Key elements visible on the screen include:

1. Event Type ID, a unique identifier for each event category
2. Event Type Name, such as Cultural, Sports, Quiz, Awareness Program, Conference, Webinar, etc.
3. Action options, including Modify and Delete, to update or remove event types when required

The Add New Event Type button at the top-right allows users to easily create new event categories without affecting existing event records.

The search box enables quick filtering of event types, while pagination controls help navigate through the list when multiple event types are available.

Event Types defined here are used across the Events Management and Events List screens, ensuring that every event is properly categorized for better reporting, filtering, and analysis.

Overall, the Event Type setup ensures uniform event classification, improves event organization, and supports accurate reporting and management across the institution.

7. Event Location

The Event Location setup screen in EasyLib is used to define and manage venues or places where events are conducted. This configuration ensures that event locations are standardized and easily selectable while creating or managing events.

As shown in the screen, the Event Location page displays all configured locations in a tabular view, making it simple to review and maintain venue information.

Key components visible on the screen include:

1. Location ID, a unique identifier for each venue
2. Event Location Name, such as Amphitheater, Seminar Hall, Auditorium, Village, BLG, Bengaluru, etc.
3. Action options – Modify to update location details and Delete to remove unused or incorrect locations

The Add New Event Location button allows administrators to quickly add new venues without disrupting existing event data.

The search option helps users instantly locate a specific event location, while pagination supports easy navigation when multiple locations are configured.

Event Locations defined here are directly linked with the Events List and Events Registration modules, ensuring accurate venue assignment, better event planning, and clear reporting.

Overall, the Event Location module helps maintain consistent venue information, improves event organization, and supports meaningful reporting and analysis across all institutional events.

8. Events Registration Import

The Events Registration Import module in EasyLib allows institutions to bulk upload participant registration data for events using an Excel file, saving time and avoiding manual entry.

The Download Template button provides a predefined Excel format to ensure correct data structure, while the Instructions option guides users on how to prepare the file accurately.

A key feature of this screen is field mapping, where file fields can be mapped to corresponding database fields, ensuring data is imported correctly into EasyLib. Users can save mappings for reuse, reducing effort for recurring imports.

Options like Import, Clear, and Get last mapped data help manage the import process smoothly and avoid errors. Templates can also be saved for future use, ensuring consistency across multiple event registrations.

Overall, the Events Registration Import module ensures fast, accurate, and efficient bulk registration, improves data accuracy, and supports seamless event participation management.

9. Events List Import

Events List Import enables bulk creation of events by uploading event details through import files.

10. Event SQL Report

The Event SQL Report module in EasyLib provides ready-made, data-driven reports to analyze event registrations and participant information using predefined SQL queries.

As shown in the screen, the module displays a list of available SQL reports in a tabular format with the following details:

1. Report Name – clearly indicates the purpose of the report
2. Description – explains what data the report will generate
3. Run option – allows users to execute the report instantly

Reports such as All Email IDs of Event Registrations, Event Registration Statistics, Event Registration with Members, Latest Event Registrations, and Only Email IDs of Event Registrations help administrators quickly extract meaningful insights.

The Search and pagination options make it easy to locate specific reports, even when multiple SQL reports are configured.

With a single click on Run, users can generate accurate, real-time reports without technical knowledge of SQL, supporting decision-making, communication, follow-ups, and analysis.

Overall, the Event SQL Report module enables fast access to structured event data, improves reporting efficiency, and supports effective event evaluation and planning.