Events Planner & Management — Forms
Events Planner & Management — Forms & Input Specification
Reference technical blueprint: events.md Slug:
events· Module #7 · 10 sub-modules · ~12 forms
The heart of religious operations. Reuses DISA's existing sevas table as the ritual catalog — does not duplicate. Adds: instances (specific dates), archaka rosters, samagri indents, capacity bookings, post-event reports.
Sub-module 1: Festival Calendar & Daily Rituals
Form 1.1 — Festival Calendar Entry
Purpose: Plan annual major festivals (Janmashtami, Datta Jayanti, Maha Shivaratri etc.) with multi-year recurrence. Who fills: Tenant-admin or module-admin (religious operations). Annual setup.
| Field | Type | Required | Options / Validation | Default | Help |
|---|---|---|---|---|---|
| Festival Name | Text | Yes | — | — | e.g. Maha Shivaratri |
| Sanskrit Name | Text | No | Devanagari + IAST | — | e.g. महाशिवरात्रिः |
| Recurrence Type | Dropdown | Yes | Solar (Gregorian) · Lunar (tithi-based) · Custom | Lunar | Lunar pulls date per panchanga |
| Tithi | Dropdown | Conditional | All 30 tithis listed | — | If Recurrence=Lunar |
| Maasa | Dropdown | Conditional | Chaitra → Phalguna | — | If Recurrence=Lunar |
| Paksha | Dropdown | Conditional | Shukla · Krishna | — | If Recurrence=Lunar |
| Solar Date | Date | Conditional | — | — | If Recurrence=Solar |
| Years Active | Number range | No | from 2026 to 2030 default | next 5 yrs | Multi-year planning |
| Default Branch | Dropdown | Yes | Branches of the tenant | First branch | Where festival is held |
| Auto-create event instance? | Checkbox | Yes | — | ☑ | Generates dated instances |
Submit action: Generates event_instances rows for the next N years on the computed date.
Related: Each generated instance becomes a planning record (Form 2.1 onwards).
Form 1.2 — Daily Ritual Schedule (Nitya)
Purpose: Recurring daily worship — Sandhya, Pratahkal pooja, Sayamkal pooja, Maha-Mangalarati.
| Field | Type | Required | Options / Validation | Default | Help |
|---|---|---|---|---|---|
| Ritual Name | Text | Yes | — | — | e.g. Pratahkal pooja |
| Linked Seva | Dropdown | Yes | From sevas master |
— | Picks ritual definition |
| Frequency | Dropdown | Yes | Nitya · Vara · Masa · Varshika | Nitya | Indian-tradition cadence |
| Time of Day | Dropdown | Yes | Pratahkal · Sayamkal · Madhyahna · Sandhya · Custom | Pratahkal | — |
| Custom Time | Time | Conditional | If Time=Custom | — | HH:MM |
| Branch | Dropdown | Yes | — | Current branch | — |
| Default Archaka Slot | Dropdown | No | From archaka registry | — | Auto-assigned (configurable) |
| Active From / To | Date range | Yes | — | Today / open | — |
Submit action: Schedules recurring entries on the calendar; pre-populates archaka roster.
Sub-module 2: Ritual Catalog (extends DISA's sevas)
Form 2.1 — Ritual / Seva Master Entry
Purpose: Master list of named sevas/homas/vratams with archaka qualifications and naivedyam specs.
| Field | Type | Required | Options / Validation | Default | Help |
|---|---|---|---|---|---|
| Seva Name | Text | Yes | — | — | e.g. Maha Ganapati Homa |
| Sanskrit Name | Text | No | Devanagari | — | e.g. महागणपति होमः |
| Frequency Default | Dropdown | Yes | Nitya · Vara · Masa · Varshika | Varshika | — |
| Preferred Time | Dropdown | Yes | Pratahkal · Sayamkal · Madhyahna | Pratahkal | — |
| Duration (minutes) | Number | No | 30 - 720 | 90 | — |
| Naivedyam | Textarea | No | — | — | e.g. Mahanivedyam: rice, moong dal, ghee, curd |
| Required Archaka Qualifications | Multi-select | Yes | Sandhya Vandanam, Agnikaryam, Rudra/Chamaka, Mahanayasam, Temple Vastu, Kalyanotsavam | — | Pulled from staff_qualifications taxonomy |
| Default Samagri Kit | Dropdown | No | From inventory templates | — | Auto-selects items on booking |
| Donor-bookable? | Checkbox | Yes | — | ☑ | If ☑, appears in DISA booking screen |
| Sankalpa Required? | Checkbox | Yes | — | ☑ | Whether to print sankalpa text on receipt |
Submit action: Adds row to sevas. Available immediately for booking and roster assignment.
Sub-module 3: Kalyanotsavam, Vratam & Bookings
Form 3.1 — Kalyanotsavam / Vratam Booking
Purpose: Devotee books a specific ritual on a specific date (e.g. their child's first-rice ceremony).
| Field | Type | Required | Options / Validation | Default | Help |
|---|---|---|---|---|---|
| Devotee | Member-search | Yes | DISA member registry | — | Type to search |
| Ritual | Dropdown | Yes | From sevas catalog | — | — |
| Event Date | Date | Yes | Future date | — | — |
| Time Slot | Dropdown | Yes | Available slots for that date | — | Auto-filtered by capacity |
| Branch | Dropdown | Yes | — | Current | — |
| Sankalpa Text | Textarea | No | Sanskrit / English | — | Donor's intended dedication |
| Naivedyam Customisation | Textarea | No | — | — | Special requirements |
| Number of Attendees | Number | No | 1-200 | 5 | For capacity check |
| Preferred Archaka | Dropdown | No | From staff registry | — | Optional |
| Donation Amount | Number (₹) | Yes | — | Suggested | — |
| Payment Method | Dropdown | Yes | Cash · Cheque · UPI · Razorpay · Hundi | UPI | — |
Submit action: Creates event_instance, auto-generates samagri indent, books archaka, creates Vitta donation entry.
Related: Triggers Comms invitation/confirmation to devotee.
Sub-module 4: Capacity & Resource Booking
Form 4.1 — Resource Booking
Purpose: Reserve specific halls/rooms for a private event so two events don't overlap.
| Field | Type | Required | Options / Validation | Default | Help |
|---|---|---|---|---|---|
| Event Instance | Dropdown | Yes | Active events | — | — |
| Resource Type | Dropdown | Yes | Hall · Room · Kitchen · Stage · Parking | Hall | — |
| Specific Resource | Dropdown | Yes | From Asset Management | — | Filtered by type + branch |
| From Time | Datetime | Yes | — | — | — |
| To Time | Datetime | Yes | After From | — | — |
| Setup Time Buffer | Number (min) | No | 0-180 | 30 | Pre-event prep |
| Cleanup Time Buffer | Number (min) | No | 0-180 | 30 | Post-event clear |
Submit action: Creates booking; rejects if overlaps existing booking on same resource.
Sub-module 5: Archaka Roster
Form 5.1 — Archaka Roster Assignment
Purpose: Assign which staff/archaka performs which event. System checks qualification match.
| Field | Type | Required | Options / Validation | Default | Help |
|---|---|---|---|---|---|
| Event Instance | Dropdown | Yes | — | — | — |
| Archaka | Staff-search | Yes | Staff with required qualifications only | — | Auto-filtered by event's required quals |
| Role | Dropdown | Yes | Pradhana · Brahma · Hota · Adhvaryu · Udgata · Assistant | Pradhana | Vedic ritual role |
| Sambhavana Amount | Number (₹) | No | — | Per rate-card | — |
| Confirmation Status | Dropdown | Yes | Tentative · Confirmed · Declined | Tentative | — |
Submit action: Logs assignment; if conflict (archaka already booked same time), flags. Creates Vitta sambhavana liability on event completion.
Sub-module 6: Volunteer Coordination
Form 6.1 — Volunteer Assignment
Purpose: Pull volunteers from Members Suite by skill match for an event.
| Field | Type | Required | Options / Validation | Default | Help |
|---|---|---|---|---|---|
| Event Instance | Dropdown | Yes | — | — | — |
| Skills Required | Multi-select | Yes | From volunteer skill taxonomy (cooking · driving · accounting · IT · Sanskrit · music · pravachana · etc.) | — | — |
| Volunteers Needed | Number | Yes | 1-100 | 5 | — |
| Date | Date | Yes | — | Event date | — |
| Time Slot | Time range | Yes | — | — | — |
| Auto-invite via Comms? | Checkbox | Yes | — | ☑ | Sends invitation to matched volunteers |
Submit action: Computes matched volunteers; auto-invitation goes via Comms (WhatsApp + email).
Sub-module 7: Devotee Invitations
Form 7.1 — Devotee Invitation Setup
Purpose: Send invitations to a segment of devotees for a public event.
| Field | Type | Required | Options / Validation | Default | Help |
|---|---|---|---|---|---|
| Event Instance | Dropdown | Yes | — | — | — |
| Audience Segment | Dropdown | Yes | From comms segments | All members | — |
| Channels | Multi-select | Yes | Email · WhatsApp · SMS · Postal | Email + WhatsApp | — |
| Template | Dropdown | Yes | Festival invitation templates | Default | — |
| Send Date | Date | Yes | Before event date | T-14 days | — |
| Reminder | Checkbox | Yes | — | ☑ | Send T-3 reminder |
Submit action: Schedules Comms job with the audience segment.
Sub-module 8: Samagri Indents
Form 8.1 — Generate Samagri Indent (from kit template)
Purpose: Auto-generate a procurement list when an event is booked.
| Field | Type | Required | Options / Validation | Default | Help |
|---|---|---|---|---|---|
| Event Instance | Dropdown | Yes | — | — | — |
| Kit Template | Dropdown | Yes | From inventory kits | Auto-from-seva | e.g. Maha Ganapati Homa Kit |
| Quantity Multiplier | Number | Yes | 1-10 | 1 | For multi-homa events |
| Required By Date | Date | Yes | Before event | T-3 days | — |
| Auto-create PO? | Checkbox | Yes | — | ☑ | Sends to inventory dispatch |
Submit action: Creates indent rows; if Auto-PO ☑, generates Purchase Order to vendor.
Sub-module 9: Attendance & Post-event
Form 9.1 — Event Attendees Mark
Purpose: Record who actually attended; useful for substantial-donor qualification + future invitations.
| Field | Type | Required | Options / Validation | Default | Help |
|---|---|---|---|---|---|
| Event Instance | Dropdown | Yes | — | — | — |
| Attendee Type | Dropdown | Yes | Member · Guest · Volunteer · Archaka | — | — |
| Member-search | Yes for Member type | — | From DISA | — | — |
| Guest Name | Text | Yes for Guest | — | — | — |
| Guest Phone | Text | No | — | — | For follow-up |
| Headcount (Family) | Number | No | 1-20 | 1 | Total people attending under this entry |
| Notes | Text | No | — | — | — |
Submit action: Records attendance; aggregates to event totals.
Form 9.2 — Post-event Report
Purpose: Capture outcomes for trustee review + Newsletter content.
| Field | Type | Required | Options / Validation | Default | Help |
|---|---|---|---|---|---|
| Event Instance | Dropdown | Yes | — | — | — |
| Total Attendance | Number | Yes | — | Auto-computed | — |
| Income Summary | Multi-line | No | Per fund | — | Auto-from-Vitta |
| Expense Summary | Multi-line | No | Per category | — | Auto-from-Vitta |
| Net | Number (₹) | No | — | Computed | — |
| Photos | File upload (multi) | No | JPG / PNG, max 10MB each | — | For Publications |
| Highlights | Textarea | No | — | — | Pravachana highlights, special guests |
| Learnings | Textarea | No | — | — | What to do differently next time |
| Publish to Newsletter? | Checkbox | Yes | — | ☐ | If ☑, drafts a Newsletter issue |
Submit action: Marks event closed in books; pushes summary to Reports module.
Workflow
A new event flows: Festival Calendar / Booking → Capacity Check → Archaka Roster → Volunteer Match → Samagri Indent → Devotee Invitation → Event Day → Attendance → Post-event Report. Each stage hands off to a different module: Asset Mgmt for resources, Inventory for samagri, Comms for invitations, Vitta for sambhavana payments and donation accounting, Newsletter for publishing the report.