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User Release Manual
CONFERENCE MANAGEMENT SYSTEM
Team 6
Revision 1.0
April 8, 2016
Table of Contents
1. System Overview 1.1 General Description 1.2 System Environment
1.3 System Architecture 1.3.1 High Level Product Design
2. Setup 2.1 Database 2.2 Admin user 2.3 Packages
3. Using the System 3.1 Creating an Account 3.2 Login and Logout
3.2.1 Logging In 3.2.2 Logging Out
3.3 Conference Creation 3.4 Event Creation 3.5 Viewing Conference Details 3.6 Viewing Event Details 3.7 Joining Conferences 3.8 Joining Events 3.9 Editing Conference Registration 3.10 Leaving Conferences and / or Events
3.10.1 Leaving Conferences 3.10.2 Leaving Events
3.11 Editing Conferences and / or Events 3.11.1 Editing Conference Details 3.11.2 Editing Events Details
3.12 Deleting Conferences and / or Events 3.12.1 Deleting Conferences 3.12.2 Deleting Events
3.13 Managing Users 3.13.1 Approving Users 3.13.2 User Roles 3.13.3 Adding Roles to a User 3.13.4 Removing Roles from a User
3.14 Managing User Requests 3.14.1 Approving User Requests
3.15 Conference and Event Attendance List 3.15.1 Viewing Conference Attendance List 3.15.2 Viewing Event Attendance List 3.15.3 Printing Attendance List
3.16 Transportation 3.17 Hotels
3.17.1 Adding Hotels 3.17.2 Assigning Hotels to Users 3.17.3 Viewing Assigned Hotels
3.18 Deleting User Account
1. System Overview
1.1 General Description Gobind Sarvar Conference Management System (CMS) is a website that assists in managing conference and events for organizers. CMS is designed to be easy to use for students and guardians and easy to manage for conference and event organizers. Functions performed by the system include: user account creation, joining conferences, joining events, viewing joined conferences and events and administrator controls (user account management, viewing attendance for conferences and events, creating and managing conferences and events). CMS allows organizers to easily view the attendance list for each conference to simplify the time it takes to organize a conference. It will also allow admins to give special privileges to certain users. These privileges will allow certain users to see data that usual users will not be able to see. This data will allow the user to prepare for the upcoming event or conference they will be involved in. Version 1.0 (the version documented here) is the most recent stable release. CMS has undergone manual testing to ensure the system is functioning as required.
1.2 System Environment In order to use CMS, we recommend users to have the latest web browser version of their choice. To ensure that the database is functioning correctly, the website host should be compatible with PHP 7.0.2 and MySQL. Additionally, CMS uses Symfony 2.8 framework. CMS can work on all versions of Windows and Mac computers along with mobile phone support (responsive Bootstrap).
1.3 System Architecture Our product is a simple clientserver system designed with the Symfony framework that follows the ModelViewController design pattern. The system architecture can be represented with the following image.
image adapted from : http://wwwigm.univmlv.fr/~dr/XPOSE2014/Symfony/architecture.png
1.3.1 High Level Product Design Front Controller, Routing and the Symfony Kernel The front controller handles all actions/requests from web client, forwarding them to the Kernel. The Kernel manages the requests and, through the routing process, determines what internal controller needs to be called for each request. Controller When a user gives an input, the controller takes that inputs and calls the appropriate resources to carry out the request. These inputs are HTTP command the controller takes from the user before examining its parameters. It then calling the Model first if it needs more information from the database or wherever the system is storing data. The request then returns to the controller which then gives the information to the View to decided on the appropriate view for the request before returning it to the controller who then returns it back to the user. Model The model is responsible for getting information from the database (or wherever data is stored) if the request needs it. A model may not always be needed depending on the request and so may not be used or change nothing in the request. It will also have to apply filters or logic to the request to get the correct information. After this it returns the request back to the controller.
View The View takes the correct data given by the controller and finds the correct way for the information to be returned to the user. Whether this request comes from a mobile device or if the request needs to be returned in a specific type of skin this is the View’s decision before it returns this to the controller.
2. Setup To setup the web application you first need to download and setup XAMPP. This will install PHP and give us the ability to host our website. Once this is done from the command line go to C:xampp/htdocs and make a Symfony folder. Once created go into the Symfony folder and run the following line to install symfony onto your computer: php r "readfile('https://symfony.com/installer');" > symfony php symfony
Next you will need to download composer to handle the dependencies Symfony will have later on. After this is download and installed reboot your system. Then going back to the Symfony directory and clone our git repository to this folder and then go inside that folder and install composer with the following command composer install.
And finally to start the server start apache server and MYSQL in XAMPP in terminal go to git clone repository file and run in terminal php app/console server:run and then open a web browser and open localhost:8000 to see the website.
2.1 Database To set up the database begin by uncommenting the following line in your php.ini file: extension=php_pdo_mysql.dll. Next make sure your app/config/parameters.yml looks like this: parameters: database_host: localhost database_port: null database_name: cms6 database_user: root database_password: null mailer_transport: smtp mailer_host: smtp.gmail.com mailer_port: 587 contact_email: [email protected] mailer_user: GobindSarvarMail
mailer_password: gobind16 mailer_encryption: tls secret: ThisTokenIsNotSoSecretChangeIt Then to make the database from the entities that were created in Symfony we run the following line in the command line: php app/console doctrine:database:create . Lastly go to localhost/phpmyadmin web page and then cms6>operations. Set collation to utf8_general_ci then click go and your database well be set. If any changes need to be made in the database first make sure you have run the following terminal command composer require doctrine/doctrinemigrationsbundle "^1.0" To make changes to the database edit the entity pages in Symfony or add new entities. These are what will become tables in the database. When all the edits are complete run the following line in terminal php app/console doctrine:migrations:migrate and then check in localhost/phpmyadmin to make sure that all tables and edits were done correctly.
2.2 Admin user In order to assign different roles to different users you must have an admin role. You must first follow the next steps to acquire an admin user when setting up the system. This part will involve using a terminal or command prompt window. In order to setup your first admin user which will be used to grant specific roles other users, you must follow two steps.
1. Download the fixtures bundle (enter the following command into your terminal or command prompt): composer require dev doctrine/doctrinefixturesbundle
2. Load the admin user fixture. The fixture contains all the basic information to setup a default admin user. php app/console doctrine:fixtures:load
* Please ensure to do this before registering any other users manually or through the web application as this will delete all existing user records. After you have completed these two steps, you can now login with the following credentials: Username: admin Password: pass * Please change the password once you have first logged in.
2.3 Packages Two package that will need to be installed are the FOSuserbundle and VichUploader. FOSuserbundle is used to set up our website’s user and VichUploader is used to help
upload pictures conferences,events and users. To use FOS input the following line to terminal composer require friendsofsymfony/userbundle "~2.0@dev". To install VichUploader input the following to terminal composer require vich/uploaderbundle.
3. Using the System NOTE: Sections that have a * beside their names are features that are currently being implemented and that are not complete.
3.1 Creating an Account Upon navigating to the webpage, CMS will let you view all the conferences and events that are upcoming or in progress. To join the conferences and events the user will need to register for an account. Users are not required to provide an email address during the account creation process but will require to enter a unique username.
Figure number: Account creation card.
3.2 Login and Logout
3.2.1 Logging In In order to login, users must have previously created an account on the webpage. After navigating to the login page, enter the username and password of your account and click the login button. Similarly, administrators will login the same way.
Figure number: User login card.
3.2.2 Logging Out To logout, click the Logout button on the top right corner of the webpage on the navigation bar. This will log the user out and redirect you to the homepage.
3.3 Conference Creation To create a conference, you must login with an administrator account. Regular users will not be able to create conferences. Administrators and users with the privilege to create conferences (users with conference manager role) will be able to create and manage all conferences. After logging in, the Create New Conference component will appear. Clicking the button “New Conference” will direct you to the conference creation page. On that page, fill out the required fields and click “Submit”. If the conference creation is successful, a green bar will show up after you are redirected to the homepage.
3.4 Event Creation To create a event, you must login with an administrator account and have a conference created. Similar to the Conference Creation described in the previous section, only admin
users and conference managers (users with conference manager role) with the correct privileges can create events. There are multiple ways of creating an event for a conference.
1. Homepage By clicking the three vertical dots on the top right corner of the conference card, you can access the menu options. Clicking on the option “Add Event” will direct you to the event creation page. From there fill out the required fields and click “Submit”. If the event creation is successful, a green bar will show up after you are redirected to the homepage. You can view the event by clicking on the blue button and then clicking on the event.
2. Inside the Conference Page If you are within the conference page click on the three vertical dots on the top right corner of the Details card. The process is the same as the previous way of creating an event.
3. Inside the Profile Page If you have administrator privileges you can create an event for any conferences you have joined. Click on the three vertical dots on the top right corner of the conference card, the process is similar to the previous ways of creating an event.
3.5 Viewing Conference Details You do not need to have an account to view conference details. On the homepage there will be a list of conferences that are available. To view the conference information, click on the button “View Details”. This will direct you to the conference page where you can see all the information and events for the selected conference. On this page you can join the conference and view event details.
3.6 Viewing Event Details You do not need to have an account to view event details. On the homepage there will be a list of conferences. On the bottom right corner of each card will be a blue button. Clicking on the button will drop down the list of events the conference has. Clicking on the event will direct you to the event page where you will be able to see all the details. Alternatively you can access the event details page of each event within a conference from the details page of that conference. On that page, you will be able to join the event (if you have joined the conference) and view the conference the event is in.
3.7 Joining Conferences You must be logged in before you can join any conferences and events. On the homepage, there will be conferences available to join. Clicking on the button “Join Conference” will direct
you to the Conference Registration page. On this page you can fill out the required fields. Certain conferences may require you to fly there, you may enter your flight information (flight number, arrival time, departure time) during this step. You may also add guests to your registration. If you have additional requests you can input it in the text box provided. An administrator will review the request and approve or deny it. Please view the Managing User Requests section for more details. All of the information can be updated or changed by navigating to the menu options. More details will be provided in the Editing Conference Registration section. If the conference registration is successful, a green bar will show up after you are redirected to the conference page.
3.8 Joining Events You must be logged in before you can join any conferences and events. There are multiple ways of joining an event.
1. On the homepage, there will be conferences available to join. Clicking on the button will drop down the list of events the conference has. Clicking on the event will direct you to the event page. On that page you will be able to join the event.
2. If you are viewing the conference page, you can scroll down and view all the available events for that conference. By clicking on the button “Join Event” you will join the event.
If the event registration is successful, a green bar will show up after the web page refreshes.
3.9 Editing Conference Registration You must be logged in and have joined a conference before you can edit your conference registration. Users can only edit registrations for conferences they have joined. There are multiple ways of editing your conference registration.
1. Homepage By clicking the “Edit Registration” button on the bottom bar of the conference card, you will be directed to a webpage where you can change your registration details. The process is similar to joining the conference. Adjust the fields and and click “Submit”. If your fields are valid a green bar will show up after you are redirected to your profile page.
2. Inside the Conference Page If you are within the conference page click the “Edit Registration” button on the bottom bar of the conference card you would like to edit. The process is the same as the previous method.
3. Inside the Profile Page If you are in your profile page click the “Edit Registration” button on the bottom bar of the conference card. The process is the same as the previous method.
3.10 Leaving Conferences and / or Events
3.10.1 Leaving Conferences If you would like to leave a conference, you must be logged in and have joined a conference. Users can only leave conferences they have joined. If you have registered for any events under that conference, you will be removed from those events as well. There are multiple ways of leaving a conference.
1. Homepage By clicking the “Leave Conference” button on the bottom bar of the conference card, you will cancel your registration and be removed from the conference attendance list. A green bar will show up when you successfully leave the conference.
2. Inside the Conference Page Similar to the previous method, if you are within the conference page click the “Leave Conference” button on the bottom bar of the conference card to leave the conference.
3. Inside the Profile Page Similar to the previous method, if you are within the conference page click the “Leave Conference” button on the bottom bar of the conference card to leave the conference.
3.10.2 Leaving Events If you would like to leave an event, you must be logged in and have joined a conference and an event under that conference. To leave the event, navigate to the event you would like to leave and click on it. This will direct you to the event page. Click the “Leave Event” button on the bottom of the card, you will cancel your registration and be removed from the event attendance list. You will not be removed from the conference registration.
3.11 Editing Conferences and / or Events To edit a conference, you must login with an administrator account. Regular users will not be able to edit conferences. Administrators and users with the privilege to create conferences
(users with conference manager role) will be able to edit conferences.
3.11.1 Editing Conference Details When logged in, the admin user may click on the “Edit Conference” button that will appear under each created conference. Clicking the button “Edit Conference” will direct you to the conference’s conference creation page which will have all fields filled to the value they were given prior to the edit. On that page, the admin may change any detail they like with the conference without affecting the users who had previously joined it. Once the changes have been completed the admin will click on the submit button on the bottom of the page and if the conference edit is successful, a green bar will show up after you are redirected to the conference or event page where you can see your changes. All database entries will also be updated accordingly.
3.11.2 Editing Events Details Very similar to editing a conference. An admin user may click on the “Edit Conference” that will appear under the created event. Clicking on the button will take the admin to the event creation page which will have all fields filled to the value they were given prior to the edit. On that page, the admin may change any detail they like about the event without affecting the users who had previously joined it. Once the changes have been completed the admin will click on the submit button on the bottom of the page and if the event edit is successful, a green bar will show up after you are redirected to the conference or event page where you can see your changes. All database entries will also be updated accordingly to the changes made.
3.12 Deleting Conferences and / or Events To edit a conference, you must login with an administrator account. Regular users will not be able to edit conferences. Administrators and users with the privilege to create conferences. In the picture above you can see the delete admin two slots below the highlighted “Edit Conference” button.
3.12.1 Deleting Conferences Similar to editing conference above an admin user clicks on the “Delete Conference” button. A popup box will appear to make sure the admin wants to delete the conference. If the admin clicks “OK” the conference and all the events associated with the conference will be deleted from the database and so it will not appear on the website anymore. All users who registered for all conferences and events will also have their registration deleted and so there profiles will update accordingly. All these deletes well be done as cascade deletes on the database.
3.12.2 Deleting Events Just as was stated above, an admin user can click on the “Delete Conference” button. A popup box will appear to make sure the admin wants to delete the event. If the admin clicks “OK” the event will be deleted from the database and so will not be seen in the conference details anymore. All users who registered for this will have their registration terminated and so there profile will be updated accordingly.
3.13 Managing Users You must be logged in with an administrator account before you can manage user accounts and roles. The administrator can manage all user accounts and roles on the website through the Admin Panel. By clicking on the button “Manage Users” you will be directed to the Manage User page.
3.13.1 Approving Users After reviewing the user’s information, click on the dropdown box under the header Manage and select “Approve” or “Delete User”. Selecting “Approve” will approve the user and allow users to register for conferences and events. You may revoke the approval at anytime and the user will be unable to register for any conferences and events.
Selecting “Delete User” will remove the user account from the system. The user will be unable to login to the website after removal.
3.13.2 User Roles To assign roles to a user you must have an admin role. Please refer to section 2.2 for creating an administrator user. To manage user roles you can navigate to the admin panel from the top navigation bar by clicking on the ‘Admin’ link, or through the section ‘Manage User Privileges’ in the expandable sidebar. The following are the list of roles on the webpage. Only administrators will be able to assign roles to users: ROLE_USER : All registered users have this role by default. Registered users will be able to register for conferences and events.
ROLE_ADMIN: An admin user has access to all functionality of the web application. An admin has access to user management as well as access to the same features that a conference manager and a hotel manager has. ROLE_CONFERENCE_MANAGER: A conference manager can create, edit and delete conferences and events. A conference manager can also view attendance lists and conference registrations. ROLE_HOTEL_MANAGER: A hotel manager can add hotels (hotel information) to the system, view all the hotels that have been added, assign hotel bookings to registered conference attendees and view assigned hotels for a conference.
3.13.3 Adding Roles to a User To add user roles to a user, click on the option “Add Role” from the dropdown box under the header Roles. Select a role to add from the list and click on it. The page will refresh and you will see a green bar when the role is successfully added to the user.
3.13.4 Removing Roles from a User To remove a role from a user, click on the option “Remove Role” from the dropdown box under the header Roles. The list will only show the roles the user has currently. Select a role to remove from the list and click on it. The page will refresh and the user’s role will be removed. 3.13.5 User Login with updates Roles Once an administrator has assigned, removed or updated one or more roles for a user, if the user has a current session open (is logged in), the must log off and log back in. Once this is done, the user will be logged in with the new set of updated roles and permissions.
3.14 Managing User Requests You must be logged in with an administrator account before you can manage user requests. The administrator can manage all user requests on the website through the Admin Panel. By clicking on the button “Manage Requests” you will be directed to the Manage User Requests page.
3.14.1 Approving User Requests After reviewing the user request, click on the dropdown box under the header Manage and select “Approve” or “Deny”. Selecting “Approve” will approve the user request and notify the user that their request has been approved. You may revoke the approval at anytime and the user will be notified that their approved request has been revoked. The user may edit their request after their request has been revoked.
Selecting “Deny” will deny the user request and notify the user that their request has been denied. The user will still be registered in the conference.
3.15 Conference and Event Attendance List For conference and events an attendee list will be available for admins and users who have admin privileges. The list will be contain the information of each person who has registered for that event and conference.
3.15.1 Viewing Conference Attendance List To view a conference attendance a user must be an admin or have the privilege necessary to see the attendance list. On the top right corner of the conference display click the circle icon to reveal a list of options. One of buttons will be called “Attendance list” and clicking on this button will lead the user to a page that will have a table showing all the people who are attending the conference and their registration status.
3.15.2 Viewing Event Attendance List Similar to the the attendance list for conferences on an events detail page will be a circle icon that when clicked will lead a user to the attendance page. As stated in viewing conference attendance list the user must be an admin or have a proper privileges to be able to view this page or button. The page will contain a table of all users who have registered for the event.
3.15.3 Printing Attendance List Admins and users that have been granted positions will have the ability to print out the attendance list for each conference and event. There will be a “Print List” button on the bottom of the attendance list page that when clicked will bring up the printer screen for the user to pick the printer options before the print begins. The print will only include the attendance list with all its columns.
3.16 Transportation In order to manage transportation you must be an admin or a user with the given privileges. The transportation page may be accessed through the sidebar or the admin page. The transportation page will have information on when guests will be arriving and departing from conferences. This information can be used to organize taxis or other forms of transportation
for guests.
3.17 Hotels In order to manage hotels you (or the assigned user) must be an administrator or have a hotel manager role. If you want to create, edit or view all registered hotels, you can navigate to the hotel management page by expanding the sidebar and clicking on ‘Manage Hotels’.
3.17.1 Adding Hotels To register a hotel, you must login with an administrator account or as a user with a hotel manager role. Once logged in with the required permissions, navigate to the hotel management panel as described above. There you will find a ‘Create New Hotel’ section, click on the ‘NEW HOTEL’ button.
This will redirect you to a new page with a form to register a new hotel. From there, enter all the information needed. Only the hotel name and location are mandatory fields.
Once you have entered all the information, submit the form. If the hotel registration is successful, you will be shown a green bar on top of the page confirming the registration. After this, you will now be able to see all the registered hotels including the hotel that was just registered.
3.17.2 Assigning Hotels to Users Only admins or users who have been granted the correct privilege may be allowed to assign users to hotel. To assign a hotel to a user for a specific conference, the admin must navigate to the conference attendance list (see section 3.15.1). Once there, the admin with navigate to the conference registration page for that user and click the “assign hotel” button.
Upon being assigned a hotel, an email will be sent to the user (if they provided an email) to alert them.
3.17.3 Viewing Assigned Hotels Only admins and the assigned user can view a user’s hotel registration. Users can view their registrations by navigating to their profile. In the section that displays their registered conferences, a new button to view the hotel registration will appear on the conference cards that have a hotel registration assigned.
Admins can view a user’s registration by first navigating to a hotel’s registration page. This is done by navigating to the main hotel page and clicking on the “view hotel registrations” button on the hotel.
From there we will be able to see all of the hotel’s registrations and view each one individually through the “manage” option.
3.18 Deleting User Account You must be logged in before you can delete your account. Users can only delete their own account, administrators can manage all users. If you are a user, you can delete your account on your profile page. By clicking the three vertical dots on the top right corner of the overview card on your profile page, you can access the menu options. Clicking on the option “Delete Account” will prompt you to confirm your decision to delete your account. Clicking the button “Delete” on the prompt will delete your account, remove all your information from the website and log you off.
Figure number: Deleting your account on your profile page.
If you are an administrator, you can manage all accounts on the website through the Admin Panel. By clicking on the button “Manage Users” you will be directed to the Manage Users page. From there click on the dropdown box under the header Manage and select “Delete User”. This will prompt you to confirm your decision to delete the user. Clicking the button “Delete” on the prompt will delete the account, remove the user information from the website and log them off.
