EventsManager

Frequently Asked Questions (FAQ)

General Questions

What is Events Manager?

Events Manager is a comprehensive event management system designed for Open Source Program Offices. It helps track events, manage CFP submissions, coordinate attendees, and organize related files and documents.

Who can use this application?

Anyone in your organization with valid credentials can access the application. Access levels depend on your assigned role (User, Reviewer, or Admin).

Is my data secure?

Yes! The application uses industry-standard security practices including:

Account & Login

How do I create an account?

  1. Go to the application URL
  2. Click Register on the login page
  3. Fill in your information
  4. Verify your email (if required)
  5. Log in with your credentials

I forgot my password. What do I do?

  1. Click Forgot Password on the login page
  2. Enter your email address
  3. Check your email for reset instructions
  4. Click the link and set a new password

Can I change my username?

No, usernames are set during registration and cannot be changed. However, you can update your display name in your profile settings.

Why can’t I log in?

Common reasons:

Events

How do I create an event?

See the detailed guide in Managing Events.

Can I edit someone else’s event?

Only if you’re an admin. Users can only edit their own events unless given specific permissions.

What’s the difference between Priority levels?

Can I delete an event?

Yes, if you’re the creator or an admin. Note that deletion is permanent and cannot be undone.

What happens to submissions when I delete an event?

All associated submissions, attendees, and comments are also deleted. Consider marking the event as “Cancelled” instead if you want to preserve history.

CFP Submissions

How do I submit a CFP?

  1. Find the event you want to submit to
  2. Click Submit CFP
  3. Fill in the form
  4. Upload supporting files (optional)
  5. Click Submit

Can I edit my submission after submitting?

Yes, as long as the CFP deadline hasn’t passed and it hasn’t been reviewed yet. Open your submission and click Edit.

How do I know if my submission was accepted?

You’ll receive a notification when your submission status changes. You can also check the status in the CFP Submissions section.

What are the submission statuses?

Can I withdraw my submission?

Yes, open your submission and click Withdraw. You can resubmit if the deadline hasn’t passed.

File Uploads

What file types can I upload?

Supported formats:

What’s the maximum file size?

50 MB per file.

Why did my file upload fail?

Common reasons:

Can I delete uploaded files?

Yes, if you uploaded them or if you’re an admin. Click the file and select Delete.

Where are my uploaded files stored?

Files are stored securely on the server with persistent storage. They’re associated with your user account and the related event or submission.

User Profile

How do I update my profile?

  1. Click your name in the header
  2. Select Profile
  3. Click Edit Profile
  4. Update your information
  5. Click Save

Can I add a profile picture?

Yes! In your profile settings, click Upload Photo and select an image (JPG, PNG, or GIF, max 5MB).

What information is visible to other users?

By default, other users can see:

You can adjust visibility in your privacy settings.

Permissions & Roles

What can different roles do?

User:

Reviewer:

Admin:

How do I get reviewer or admin access?

Contact your system administrator. They can upgrade your role based on your responsibilities.

Can I have multiple roles?

No, each user has one primary role. However, admins have all permissions.

Notifications

How do I enable/disable notifications?

  1. Go to your Profile
  2. Click Notification Settings
  3. Toggle notifications on/off for different events
  4. Click Save

What types of notifications are there?

Why am I not receiving notifications?

Check:

Preferences & Settings

How do I change the language?

You can change the application language in two ways:

From the Header:

  1. Click the Globe icon (🌐) in the header
  2. Select your preferred language from the dropdown

From Settings:

  1. Navigate to Settings
  2. Find the Language section
  3. Select your preferred language

Your language preference is saved to your profile and will persist across devices and sessions.

What languages are supported?

Currently, English (en) is fully supported. Additional languages (Spanish, French, German, Japanese, Chinese Simplified) are planned for future releases.

How do I change the theme (light/dark mode)?

  1. Navigate to Settings
  2. Find the Theme section
  3. Choose from:
    • Light - Light color scheme
    • Dark - Dark color scheme (default)
    • System - Follows your operating system preference

Why isn’t my language preference saving?

Make sure you’re logged in. Language preferences are saved to your user profile, so they only persist when you’re authenticated. If you’re not logged in, the preference is stored in your browser’s localStorage.

Can I use the application in multiple languages?

Currently, the application supports one language at a time. You can switch languages at any time, and all interface text will update immediately.

Technical Issues

The page won’t load. What should I do?

  1. Refresh the page (Ctrl+R or Cmd+R)
  2. Clear browser cache
  3. Try a different browser
  4. Check your internet connection
  5. Contact your admin if issue persists

Why is the application slow?

Common causes:

Try closing other tabs, clearing cache, or using a different browser.

I’m seeing an error message. What do I do?

  1. Note the exact error message
  2. Try refreshing the page
  3. Check if you’re still logged in
  4. Try the action again
  5. Contact support with the error details

Is there a mobile app?

Currently, there’s no dedicated mobile app, but the web application is mobile-responsive and works on phones and tablets.

Data & Privacy

Is my data backed up?

Yes, the system automatically backs up data regularly. Contact your admin for specific backup schedules.

Can I export my data?

Yes! You can export:

How long is data kept?

Data retention policies vary by organization. Contact your admin for specific details.

Can I delete my account?

Contact your system administrator to request account deletion. Note that some data may be retained for audit purposes.

Import/Export

How do I import events from CSV?

See the Managing Events guide for detailed instructions.

What’s the CSV format for importing?

Download the CSV template from the Import page. It includes all required columns and sample data.

Can I export filtered results?

Yes! Apply your filters first, then click Export. Only the filtered results will be exported.

Getting Help

Where can I find more help?

How do I report a bug?

Contact your system administrator with:

Can I request new features?

Yes! Contact your admin or project team with feature suggestions. Include:

Best Practices

Tips for managing events effectively

  1. Create events early in the planning process
  2. Keep event information up to date
  3. Set realistic deadlines
  4. Use clear, descriptive names
  5. Upload relevant documents promptly
  6. Update status as events progress
  7. Add detailed notes for context
  8. Track attendees consistently

Tips for CFP submissions

  1. Submit early, don’t wait for the deadline
  2. Write clear, compelling titles
  3. Include detailed abstracts
  4. Attach relevant supporting materials
  5. Proofread before submitting
  6. Follow any specific event guidelines
  7. Check submission status regularly

Still have questions? Contact your system administrator or check the Troubleshooting Guide.

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