🎨 wireframes

Story 1.16: Event Management Dashboard - Wireframe

Story: Epic 1, Story 1.16 - Event Management Service

Last updated: January 2, 2026 Reading time: 11 minutes File size: 20.33 KB

Main Organizer Dashboard

┌─────────────────────────────────────────────────────────────────────────────────────┐
│ BATbern Event Platform                            Sally O. ▼  [🔔 3] [User Settings] │
├─────────────────────────────────────────────────────────────────────────────────────┤
│                                                                                       │
│  ┌─────────────────────────────────────────────────────────────────────────────┐    │
│  │ Welcome back, Sally! Here's your event command center                       │    │
│  └─────────────────────────────────────────────────────────────────────────────┘    │
│                                                                                       │
│  ┌──────────────── ACTIVE EVENTS PIPELINE ─────────────────┬──── QUICK ACTIONS ───┐ │
│  │                                                          │                       │ │
│  │  Spring Conference 2025        ███████████░░░░░ 65%     │ [+ New Event]        │ │
│  │  ├─ Step 7/16: Content Review                           │ [📊 Analytics]       │ │
│  │  ├─ 3 speakers pending ⚠️                               │ [👥 Speakers]        │ │
│  │  └─ Publishing: March 15                                │ [🏢 Partners]        │ │
│  │                                                          │ [📅 Venues]          │ │
│  │  Summer Workshop 2025          ██░░░░░░░░░░░░░ 15%     │ [📧 Newsletter]      │ │
│  │  ├─ Step 2/16: Speaker Research                         │                       │ │
│  │  ├─ On track ✓                                          │                       │ │
│  │  └─ Publishing: May 30                                  │                       │ │
│  │                                                          │                       │ │
│  │  Autumn Conference 2025        ░░░░░░░░░░░░░░░ Planning │                       │ │
│  │  ├─ Step 1/16: Topic Selection                          │                       │ │
│  │  └─ Starts: April 1                                     │                       │ │
│  └──────────────────────────────────────────────────────────┴───────────────────────┤ │
│                                                                                       │
│  ┌──────────── CRITICAL TASKS (3) ──────────────────────────────────────────────┐  │
│  │                                                                               │  │
│  │  ⚠️ Speaker materials overdue: Dr. Smith (3 days)                            │  │
│  │     [Contact] [Extend Deadline] [Find Replacement]                           │  │
│  │                                                                               │  │
│  │  🔴 Venue confirmation needed: Kursaal Bern                                  │  │
│  │     [Confirm] [View Details] [Alternative Venues]                            │  │
│  │                                                                               │  │
│  │  📋 Moderate 5 pending abstracts                                             │  │
│  │     [Start Review] [Assign to Team] [Bulk Approve]                           │  │
│  └───────────────────────────────────────────────────────────────────────────────┘  │
│                                                                                       │
│  ┌─── TEAM ACTIVITY FEED ───────────────────────────────────────────────────────┐  │
│  │                                                                               │  │
│  │ 10:45 Mark assigned to Spring speaker outreach                               │  │
│  │ 10:12 Anna completed venue booking for Summer                                │  │
│  │ 09:30 System auto-sent reminder to 3 pending speakers                        │  │
│  │                                                                               │  │
│  └───────────────────────────────────────────────────────────────────────────────┘ │
│                                                                                       │
└─────────────────────────────────────────────────────────────────────────────────────┘

Key Interactive Elements

Progress bars: Click to drill down into specific workflow steps
Warning indicators: Hover for details, click for action options
Quick Actions: One-click access to frequent tasks
Team Feed: Live updates with @mentions and notifications

Functional Requirements Met

FR2: Display 16-step workflow progress for multiple events
FR20: Show intelligent notifications and critical task alerts
Event Pipeline: Visual representation of all active events
Task Management: Prioritized critical tasks with action buttons
Team Collaboration: Real-time activity feed

User Interactions

Event Card Click: Navigate to detailed workflow view
Quick Action Buttons: Fast navigation to key areas
Critical Task Actions: Inline resolution of urgent items
Activity Feed: Filter and search team activities

Technical Notes

Activity feed updates via manual page reload
Progress bars calculated from workflow step completion
Responsive layout adapts to screen size
Role-based access control for different organizer permissions

API Requirements

Initial Page Load APIs

When the Event Management Dashboard screen loads, the following APIs are called to provide the necessary data:

CONSOLIDATED API APPROACH (Story 1.15a.1 - Events API Consolidation):

GET /api/v1/events?filter={“status”:“active”,“organizerId”:“{organizerId}”}&include=workflow,sessions,registrations&sort=-date&limit=10
- Implementation: Story 1.15a.1 consolidated Events API with resource expansion
- Returns: List of active events with complete workflow and associated data in a single call
- Response includes per event:
  - Event core data: id, title, date, status, description, workflowState
  - workflow: Current workflow state, progression
  - sessions: Event sessions with filtering support
  - registrations: Registration counts and status
- Used for: Populate active events pipeline section with all necessary data
- Performance: Reduced from 2 API calls per event to 1 call for all events (80% reduction)
- Caching: 15-minute Caffeine in-memory cache with automatic invalidation on updates
GET /api/v1/organizers/{organizerId}/dashboard
- Returns: Dashboard overview with active events summary, critical task count, pending notification count
- Used for: Initialize dashboard with organizer-specific data
GET /api/v1/organizers/{organizerId}/tasks/critical
- Query params: limit (10), priority (high, critical)
- Returns: Critical tasks with urgency level, affected event, action options, deadline info
- Used for: Populate critical tasks section with overdue and urgent items
GET /api/v1/organizers/{organizerId}/activity-feed
- Query params: limit (20), includeTeam (true)
- Returns: Team activity entries with user, action, timestamp, event context, mentions
- Used for: Populate team activity feed
GET /api/v1/organizers/{organizerId}/notifications/unread
- Returns: Unread notification count, notification preview list
- Used for: Display notification badge count

MIGRATION NOTE (Story 1.15a.1 - Events API Consolidation): The original implementation made 1 dashboard call + 2 calls per active event (event details + workflow status). With 3 active events, this meant 7 API calls total.

The new consolidated approach (Story 1.15a.1) makes:

1 call for all events with workflow/sessions/registrations included via ?include= parameter
4 supporting calls for dashboard data (organizer, tasks, activity, notifications)

This reduces the total from 7 calls to 5 calls (29% reduction), with further benefits:

Single loading state for all events
Atomic data consistency across events
Better caching efficiency (Caffeine in-memory cache, 15min TTL)
Faster dashboard render time (~60% improvement with caching)
<500ms response time for event detail with all includes (P95)

Action APIs

Event Management

POST /api/v1/events
- Implementation: Story 1.15a.1 (AC3)
- Payload: { title, date, venueId, status, description }
- Response: Event ID, initial workflow state, creation confirmation (201 Created)
- Used for: Create new event from [+ New Event] button
GET /api/v1/events/{eventId}?include=workflow,sessions,registrations,team
- Implementation: Story 1.15a.1 (AC2) with resource expansion
- Returns: Full event details with all associated resources in single call
- Used for: Navigate to event detail view when clicking event card
- Performance: Cached response <50ms, uncached <500ms with all includes
POST /api/v1/events/{eventId}/workflow/advance
- Implementation: Story 1.15a.1 (AC8)
- Payload: None (advances to next workflow state)
- Response: Updated event with new workflowState, completion percentage
- Used for: Advance workflow to next step
- Cache invalidation: Automatically clears event cache

Critical Task Actions

POST /api/v1/organizers/{organizerId}/messages/send
- Payload: { recipientId, recipientType: "speaker|partner|venue", subject, message, urgency: "normal|high", templateId (optional) }
- Response: Message ID, sent timestamp, delivery status
- Used for: Send message to speaker/partner from [Contact] action
PUT /api/v1/sessions/{sessionId}/deadline/extend
- Payload: { newDeadline, extensionReason, notifySpeaker: boolean }
- Response: Updated deadline, confirmation, notification sent status
- Used for: Extend speaker submission deadline from [Extend Deadline] action
PUT /api/v1/bookings/{bookingId}/confirm
- Payload: { confirmationDate, specialRequirements, contactPerson }
- Response: Confirmed booking details, confirmation number, next steps
- Used for: Confirm venue booking from [Confirm] action
POST /api/v1/reviews/assign
- Payload: { abstractIds: [], assigneeIds: [], dueDate }
- Response: Assignment confirmation, assigned count, notifications sent
- Used for: Assign abstracts to team members from [Assign to Team] action
POST /api/v1/reviews/bulk-action
- Payload: { abstractIds: [], action: "approve|reject|request-revision", notes }
- Response: Processed count, results per abstract, notification status
- Used for: Bulk approve/reject abstracts from [Bulk Approve] action
PUT /api/v1/organizers/{organizerId}/tasks/{taskId}/complete
- Payload: { resolution, notes }
- Response: Task completion confirmation, updated critical task count
- Used for: Mark critical task as complete
PUT /api/v1/organizers/{organizerId}/tasks/{taskId}/snooze
- Payload: { snoozeUntil, reason }
- Response: Snooze confirmation, new reminder time
- Used for: Snooze/postpone critical task

Activity Feed & Team

GET /api/v1/organizers/{organizerId}/activity-feed/filter
- Query params: eventId, userId, actionType, dateRange, limit (50)
- Returns: Filtered activity entries
- Used for: Filter activity feed by criteria
POST /api/v1/organizers/{organizerId}/activity-feed/mention
- Payload: { mentionedUserId, context, message }
- Response: Mention created, notification sent
- Used for: Create @mention in activity feed
GET /api/v1/organizers/{organizerId}/team/members
- Returns: Team members with roles, availability status, current assignments
- Used for: View team member list for assignments

Notifications

GET /api/v1/organizers/{organizerId}/notifications
- Query params: limit (20), unreadOnly (false), category
- Returns: Notifications with content, timestamp, read status, priority, action links
- Used for: Load full notification list
PUT /api/v1/organizers/{organizerId}/notifications/{notificationId}/read
- Response: Read status updated
- Used for: Mark notification as read
PUT /api/v1/organizers/{organizerId}/notifications/read-all
- Response: All notifications marked read, updated count
- Used for: Mark all notifications as read

BATbern Event Platform logo → Navigate to Event Management Dashboard
- Refreshes dashboard
- Returns to home view
User dropdown (Sally O. ▼) → Opens user menu
- Profile settings option
- Account preferences
- Sign out option
- No screen navigation until menu item selected
[🔔 3] notification icon → Navigate to Notification Center (story-1.20-notification-center.md)
- Shows full notification list
- Unread notifications highlighted
- Action items available
[User Settings] button → Navigate to User Settings Screen
- Organization settings
- User preferences
- Team management
- Integration configuration
Event card click (Spring Conference 2025) → Navigate to Event Detail/Edit Screen
- Full event details
- Complete workflow view
- Team assignments
- Timeline and milestones
Event progress bar click → Navigate to Workflow Visualization (story-1.16-workflow-visualization.md)
- Visual workflow representation
- Step-by-step progress
- Bottleneck identification
- Step details and actions
Event step text (Step 7/16) → Navigate to Workflow Visualization (story-1.16-workflow-visualization.md)
- Same as progress bar click
- Focuses on current step
Warning indicator (⚠️) → Shows warning details tooltip
- Hover for details
- Click for action options
- Quick resolution actions
- No screen navigation unless action selected

[+ New Event] button → Navigate to New Event Creation Wizard
- Step-by-step event creation
- Template selection
- Initial configuration
- Workflow initialization
[📊 Analytics] button → Navigate to Analytics Dashboard
- Comprehensive analytics view
- Multiple metric categories
- Custom report builder
- Data visualization
[👥 Speakers] button → Navigate to Speaker Directory
- Complete speaker database
- Filtering and search
- Speaker profiles
- Invitation management
[🏢 Partners] button → Navigate to Partner Directory
- Partner organization list
- Sponsorship levels
- Contact management
- Relationship tracking
[📅 Venues] button → Navigate to Venue Management (story-4.4-logistics-coordination.md)
- Venue catalog
- Booking management
- Availability calendar
- Logistics coordination
[📧 Newsletter] button → Navigate to Newsletter Management
- Newsletter composition
- Distribution lists
- Template management
- Send history

Critical Task Actions

[Contact] button (speaker overdue) → Opens message composer
- Pre-filled recipient (Dr. Smith)
- Template suggestions
- Sends message via API
- Updates task status
- No screen navigation
[Extend Deadline] button → Opens deadline extension modal
- Date picker for new deadline
- Reason input field
- Notification toggle
- Submits extension
- No screen navigation
[Find Replacement] button → Navigate to Speaker Matching Interface (story-3.1-speaker-matching-interface.md)
- Speaker search with criteria
- Topic matching
- Availability filtering
- Invitation workflow
[Confirm] button (venue) → Opens confirmation dialog
- Confirmation details form
- Special requirements input
- Contact person selection
- Submits confirmation
- Updates task status
- No screen navigation
[View Details] button (venue) → Navigate to Venue Details Screen
- Venue information
- Booking details
- Contract documents
- Contact information
[Alternative Venues] button → Navigate to Venue Search Screen (story-4.4-logistics-coordination.md)
- Venue search interface
- Availability calendar
- Comparison tools
- Booking workflow
[Start Review] button (abstracts) → Navigate to Abstract Review Queue
- Moderation interface
- Review tools
- Bulk actions
- Quality scoring
[Assign to Team] button → Opens assignment modal
- Team member selector
- Due date picker
- Load balancing suggestions
- Submits assignments
- No screen navigation
[Bulk Approve] button → Opens confirmation dialog
- Lists selected abstracts
- Confirmation prompt
- Bulk action execution
- Updates task count
- No screen navigation

Activity Feed Interactions

Activity item click → Navigate to context-specific screen
- Depends on activity type
- Event-related → Event details
- Speaker-related → Speaker profile
- Venue-related → Venue details
@mention click → Navigate to User Profile Screen
- User details
- Activity history
- Contact options
- Team role information
Activity feed filter → Filters feed
- By user
- By event
- By action type
- By date range
- No screen navigation

New critical task created → Updates critical tasks section
- Adds task to list
- Shows notification badge
- Highlights new task
- No automatic navigation
Team activity posted → Requires manual page reload
- User must refresh page to see new activity
- Activity feed updates after reload
Workflow step completed → Requires manual page reload
- User must refresh page to see updated progress
- Progress bar updates after reload
Deadline approaching → Requires manual page reload
- User must refresh page to see warning indicators
- Warning icons appear after reload
Notification received → Requires manual page reload
- User must refresh page to see new notifications
- Notification badge count updates after reload
Speaker material submitted → Updates task status
- Removes overdue task
- Updates event card status
- Adds to activity feed
- No automatic navigation

Story 1.16: Event Management Dashboard - Wireframe

Main Organizer Dashboard

Key Interactive Elements

Functional Requirements Met

User Interactions

Technical Notes

API Requirements

Initial Page Load APIs

Action APIs

Event Management

Critical Task Actions

Activity Feed & Team

Notifications

Navigation Map

Primary Navigation Actions

Quick Actions Navigation

Critical Task Actions

Activity Feed Interactions

Event-Driven Navigation

Table of Contents

Story 1.16: Event Management Dashboard - Wireframe

# Main Organizer Dashboard

# Key Interactive Elements

# Functional Requirements Met

# User Interactions

# Technical Notes

# API Requirements

# Initial Page Load APIs

# Action APIs

# Event Management

# Critical Task Actions

# Activity Feed & Team

# Notifications

# Navigation Map

# Primary Navigation Actions

# Quick Actions Navigation

# Critical Task Actions

# Activity Feed Interactions

# Event-Driven Navigation

Table of Contents

Main Organizer Dashboard

Key Interactive Elements

Functional Requirements Met

User Interactions

Technical Notes

API Requirements

Initial Page Load APIs

Action APIs

Event Management

Critical Task Actions

Activity Feed & Team

Notifications

Navigation Map

Primary Navigation Actions

Quick Actions Navigation

Critical Task Actions

Activity Feed Interactions

Event-Driven Navigation