User flow architecture

How Convenes fits together — roles, flows, routes and the data behind each step.

Roles

Super admin

Platform-wide

What this role can do

See and manage every conference
Create a conference and assign it to an organiser
Grant platform roles

Organiser admin

Per conference

What this role can do

Create and publish their conference
Halls, agenda, speakers, ticket types, meal slots
Approve or reject registrations, issue complimentary tickets
Add volunteers and co-admins, read attendance and feedback

Volunteer

Per conference

What this role can do

Open the scan portal for their assigned conference
Scan tickets for hall check-in
Redeem meal and snack tokens

Participant

Per conference

What this role can do

Browse and register for published events
Hold a QR ticket and meal tokens
Add sessions to their calendar
Submit feedback after sessions

Roles are stored in a dedicated roles table and scoped per conference, so the same person can organise one event and attend another.

1. Creating and publishing an event

Setup flow

Sign up  ->  Dashboard  ->  New conference
                                   |
                                   v
                       Draft conference record
                                   |
        +--------------+-----------+-----------+--------------+
        v              v           v           v              v
      Halls         Agenda      Speakers   Ticket types    Meal slots
     (capacity)   (day/hall/    (bio,      (price, food,   (breakfast,
                   time slot)   chief      kit, window)     lunch, snacks,
                                guest)                      dinner)
        \_____________________ Publish _____________________/
                                   |
                                   v
                    Public page /e/<slug>  ->  poster + share links

2. Registration and ticketing

Registration flow

Participant                Organiser                   System
-----------                ---------                   ------
Open /e/<slug>
Fill registration  ---->   Registrations tab
(custom fields)            review queue
                           |
                           +-- Approve  --------------> Ticket + QR code issued
                           |                            Meal tokens created if
                           |                            food is included
                           +-- Reject   --------------> status = rejected
                           |
                           +-- Complimentary (by email)
                                 -> approved registration
                                 -> ticket + tokens, no payment

Ticket appears in /my-tickets with its QR and meal tokens.

3. Check-in, attendance and food

Scan flow

Volunteer opens /volunteer/<conference id>
        |
        |  chooses hall / session, or a meal slot
        v
  Camera scans the participant's QR (ticket code)
        |
        v
  Server-side validation
        |-- unknown code            -> invalid
        |-- wrong conference        -> invalid
        |-- already checked in      -> already scanned
        |-- token already redeemed  -> rejected
        `-- valid                   -> attendance row / token redeemed

Organiser sees it live in the Attendance tab:
headcount per hall, per session, per participant, meal redemption.

4. Feedback and reporting

Feedback flow

Session ends
     |
     v
Participant opens Feedback
     |  picks event, then "Overall event" or a finished session
     |  gives 1-5 stars + optional comment
     v
feedback row (one per user per session)
     |
     v
Organiser Feedback tab: average rating, response count, comments

Route map

Route	Access	Purpose
/	Public	Landing page
/events	Public	All published conferences
/e/$slug	Public	Event landing page: about, agenda, speakers, register, share
/doc/flow	Public	This document
/auth	Public	Sign in and sign up
/dashboard	Signed in	Managed conferences, volunteer assignments, registrations
/conferences/new	Organiser	Create a conference
/manage/$id	Organiser admin	Overview, halls, agenda, speakers, tickets, registrations, attendance, team, feedback
/volunteer/$id	Volunteer	QR scan portal for check-in and meal tokens
/my-tickets	Participant	Tickets, QR codes and meal tokens
/feedback	Participant	Submit event and session feedback
/profile	Signed in	Personal details

Data model

profiles: Name, email, phone, organisation, avatar — created on sign-up
user_roles: Platform roles (super_admin, organizer, volunteer, participant), never on profiles
conferences: The event: title, category, venue, dates, timezone, status, custom fields
conference_members: Per-conference admins and volunteers
halls: Rooms with capacity
sessions: Agenda entries: day, hall, time, type, capacity
speakers / session_speakers: Speaker and chief-guest profiles linked to sessions
ticket_types: Name, price, quantity, includes food / kit, sale window
registrations: One per user per conference: status, answers, complimentary, food flag
tickets: Issued on approval; unique code encoded in the QR
attendance: One row per scan: ticket, hall or session, volunteer, timestamp
meal_slots / meal_tokens: Meal windows and single-use tokens per ticket
feedback: Rating and comment, per event or per session

Every table has row-level security scoped by conference membership or by the signed-in user. Public event pages read a published-only slice. Scans and privileged admin operations are validated server-side, so a screenshot of someone else's QR still fails the checks it should.

Ready to try it? Browse events or create a conference.