ONE PLACE FOR EVERY PURPOSE

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📌 About the Project

Eventix is a centralized event registration system designed to seamlessly manage sports and non-sports events for all participants. It replaces manual tracking with a clean, user-friendly, and scalable digital solution.

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✨ Features

🔐 Authentication & Roles

• Multi-role system: Admin, Event Head (Organizer), and Participant
• Session-based authentication with role protection on all pages
• Forgot password flow — OTP-based email verification and password reset
• Account recovery — participants can submit recovery requests reviewed by Admin

📋 Event Registration

• 🔗 Centralized Registration – Manage all events in one place
• 🏃 Supports Sports & Non-Sports – From tournaments to seminars
• 👥 Inclusive Design – Easy to use for all participants
• 📅 Smart Scheduling – Auto-assigns participants to tables upon registration
• 🔒 Registration Guard – Blocks registration for past/ended events automatically

🪑 Table Management & Seating Assignment (New)

• Event Head enables table management per event with optional gender separation
• Configure number of tables and seats per table from the Table Management page
• System auto-assigns participants using a fill-first algorithm — fills one table completely before opening the next
• Gender routing — male participants go to male tables, female to female tables automatically
• Event Head can manually reassign participants via a click-to-open modal per table
• Unassigned participants appear in a warning box for manual assignment
• Live capacity calculator — shows if table seats match event capacity
• Printable table layout for physical venue setup

🙋 Volunteer Management (New)

• Admin creates volunteer events with title, description, date, and location
• Define roles per event: Ushering, Admin, Technical — each with an assigned team lead
• System generates a unique QR code per volunteer event for sign-up
• Volunteers scan the QR code, log in if needed, and choose their role
• If not logged in — system saves the redirect and returns them after login
• Admin views all volunteers organized by role on the event detail page
• Participants can view their assignments in My Volunteer Events dashboard
• Volunteer link only appears in sidebar when the user has at least one sign-up

📊 Dashboards

• Admin Dashboard – Real-time insights on events, users, and participants
• Event Head Hub – Quick-action cards for managing events, reports, and announcements
• Participant Dashboard – Personal event overview with QR code access

📅 Event Management (Event Head)

• Create, edit, and delete events
• View attendance reports, participant engagement, and inactive tracking
• Send email reminders (3-day, 1-day, day-of) to registered participants
• Send custom announcements to all confirmed participants with history log
• View announcement history per event

✅ Attendance System

• Check-in / Check-out per event with time tracking
• Auto-close missed checkouts — if a participant checked in but never checked out before the event ended, the system automatically sets check-out time to the event end time and marks a note: "Left without checking out"
• Attendance locked for participants who never checked in to ended events (marked absent)
• Status cards: ✅ Complete, ⚠️ Left without checking out, 🔒 Absent/Locked

📆 Event Calendar

• Monthly calendar view with event pills per day
• Click any event to view details in a modal
• Previous / Next month navigation

🔍 Filter & Search

• Filter dropdown on Browse Events, My Events, and Attendance pages — filter by All / Upcoming / Past
• Real-time search bar — filters cards instantly by event name and venue (no page reload)
• No-results state with contextual empty message

📱 Responsive Design

• Fully responsive across all device sizes: large desktop, laptop (1024px), tablet, phone, and small phone (320px)
• Sidebar, banners, cards, tables, modals, and filter controls all adapt cleanly
• Hamburger menu on screens below 1280px for admin pages
• Admin sidebar dropdown (Maintenance) scrolls properly on mobile when expanded

🎫 QR Code System

• Each registration generates a unique QR code
• QR codes are disabled for past events — replaced with a locked placeholder and status badge
• Participants can view and download their QR code from My Events
• Volunteer events generate a separate shareable QR code for sign-up

📧 Email Notification System (PHPMailer + Gmail SMTP)

• Automated reminders sent at 3 days, 1 day, and day-of the event
• Custom announcement emails composed and sent by Event Heads
• Deduplication via email_log table — no duplicate reminders sent
• Announcements tracked separately in announcement table with full history

🛡️ Admin Panel

• User Promotions — change user roles and set custom permissions per user or per event
• Backup & Restore — create, download, and restore database backups with activity log
• Recovery Requests — review and respond to account recovery submissions
• Volunteer Management — create and manage volunteer events, roles, and team leads
• All Events — view and manage every event in the system
• Attendance — view attendance per event across all organizers

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🧰 Tech Stack

Backend

Frontend

Database

Tools

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🗂️ Database Tables

Table	Purpose
user	Stores all users with role (admin, event_head, participant)
role	Role definitions and role-permission mappings
permission	System permission definitions
user_permission	Custom per-user permission overrides
event	Event details — title, venue, times, capacity, has_tables, gender_separated
venue	Venue names and addresses linked to events
organizer	Organizer profiles linked to event heads
event_category	Event categories (Sports / Non-Sports)
event_table	Table definitions per event — number, capacity, gender assignment
registration	Participant registrations per event with table number and status
attendance	Check-in/check-out times, status, and notes per registration
volunteer_event	Volunteer event details with unique QR token
volunteer_role_type	Role definitions per volunteer event (Ushering/Admin/Technical)
volunteer_member	Volunteer sign-ups per role with status
otp_code	OTP codes for registration, login, and password reset
otp_log	OTP usage history
email_log	Tracks sent reminder emails to prevent duplicates
announcement	Sent announcements per event with subject, message, and sender
account_recovery_request	Account recovery submissions reviewed by admin
backup_log	Admin database backup and restore activity log
permission_audit_log	Tracks permission changes made by admin
event_access	Per-event access grants for users with specific permissions
trusted_device	Trusted device tokens per user for login

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🗓️ Project Timeline

• Project Timeline: Eventix - Project Timeline

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🏛️ Admin Access

The administrative interface can be accessed at:

localhost/Registration-System/eventsys/codes/php/admin/admin-login.php

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⚡ Installation / Usage

1. Clone this repository:

   git clone "git@github.com:relente-patriciajoy/Registration-System.git"

2. Place the project folder inside htdocs (XAMPP):

   C:/xampp/htdocs/Registration-System/
   

3. Import the database:

   • Open phpMyAdmin → Create database event_registration
   • Import event_registration.sql

4. Start Apache and MySQL in XAMPP Control Panel

5. Open in your browser:

   http://localhost/Registration-System/eventsys/codes/php/
   

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📁 Project Structure

Registration-System/
└── eventsys/
    └── codes/
        ├── assets/          # Images and logos
        ├── backups/         # Database backup files (.sql)
        ├── css/             # style.css, sidebar.css, calendar.css, event_head.css,
        │                    # management.css, auth.css, volunteer.css
        ├── includes/        # db.php, session.php, role_protection.php,
        │                    # qr_function.php, permission_functions.php,
        │                    # notification_function.php
        ├── js/              # calendar.js and other scripts
        ├── libraries/       # phpqrcode library
        ├── qr_codes/        # Generated QR code PNG files
        └── php/
            ├── admin/           # Admin dashboard, all events, attendance,
            │   │                # user promotions, backup & restore, recovery requests
            │   └── volunteer/   # Volunteer management (index, create, detail, serve_qr)
            ├── auth/            # Login, register, logout, forgot password,
            │                    # reset password, volunteer signup
            ├── calendar/        # calendar.php, get_events.php
            ├── components/      # sidebar.php, landing_page.php
            ├── dashboard/       # events.php, my_events.php, attendance.php,
            │                    # home.php, my_volunteer_events.php
            ├── event/           # event_register.php, manage_events.php,
            │                    # table_management.php, table_autoassign.php,
            │                    # get_table_participants.php, announcement.php,
            │                    # view_attendance.php, reports.php,
            │                    # participant_engagement.php, inactive_tracking.php
            └── qr/              # view_qr.php, generate_qr.php

📜 License & Ownership

This project is the original work of Patricia Joy Relente.

Licensed under the GNU General Public License v3.0.

Copyright © 2026 Patricia Joy Relente

Note to Users: This license protects the originality of the project. You are free to use, modify, and distribute the code, but you must keep the original author's credit and any derivative work must remain open-source under the same GPLv3 terms.

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👤 Developer

Avatar	Name	Role
	Patricia Joy Relente

Designed, built, and maintained entirely by Patricia Joy Relente — from database schema and backend logic to frontend UI and responsive design.

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Built with 💙 by Patricia Joy Relente