SSA Events Manager Documentation

Help Centre & Today’s Release Notes

Use this page as the system how-to guide for administrators, event managers, scanners and report viewers. It also records today’s update work up to V3.10.1.

Current Code Version
V3.10.1
Database Version
V3.10.1
Open System Health
Contents
Quick Links User Roles System Setup Users and Permissions Event Creation and Public Visibility Registrations and Bulk Attendee Import Invitations, Documents and Communication Check-in, Time In/Out and Auto Checkout Attendance Reports and Certificate Eligibility Award Events and Award Certificates Feedback, Privacy and POPIA Backup, Restore and Production Readiness Troubleshooting Today’s Release Notes

User Roles

Super Admin

Full system control including users, setup, security, backup/restore, production checks, all events, reports, attendance, certificates and awards.

System Admin

Operational administration for events, reports and system setup, depending on permissions.

Event Admin

Legacy global event administration role retained for existing users.

Event Manager

Manages assigned events, registrations, invites, documents, communications, check-in corrections, reports and award assignments where allowed.

Scanner

Focused role for scanning QR tickets, recording time-in/time-out and checking in attendees.

Report Viewer

Read-only reporting role for event and attendance reports where allowed.

System Setup

Prepare the system before public use.

How-to
Organization SettingsSet organization name, logos, colours, footer text and public wording. DesignationsMaintain registrant designation values such as Coach, Member, Speaker and Other. Email SettingsConfigure SMTP and sender details. Email TemplatesEdit confirmation, profile, invitation and certificate email wording. Security SettingsControl sessions, failed login lockout, profile requests and production safety. System HealthCheck code/database version compatibility.
Prepare organization branding
  1. Open Organization Settings.
  2. Confirm the organization name, system name, support contact details and public page wording.
  3. Upload logos for the main system, event pass, email, report, login and favicon where available.
  4. Save and check the public home page to confirm branding displays correctly.
Prepare email sending
  1. Open Email Settings.
  2. Set SMTP host, port, encryption, username, password and sender address.
  3. Use Email Diagnostics to send a test email.
  4. Review Email Logs for failed messages before go-live.

Users and Permissions

Create admin users and control access to events, scanning, reports and system setup.

How-to
System UsersCreate, edit, enable/disable users and assign system roles. Event PermissionsAssign event-specific manager, scanner and report viewer access. Audit LogReview security and operational activity.
Create or edit a user
  1. Open System Users.
  2. Create the user or open the existing user record.
  3. Set the correct role, such as Event Manager, Scanner or Report Viewer.
  4. Disable users who should no longer have access instead of deleting history.
Assign event-specific access
  1. Open the relevant event dashboard from All Events.
  2. Open Event Permissions.
  3. Assign the user as Manager, Scanner or Report Viewer for that event.
  4. Test using the user account to confirm they only see what they need.

Event Creation and Public Visibility

Create events, manage public visibility and keep completed events for history without deleting them.

How-to
All EventsBrowse active, hidden, archived and completed events. Create EventCreate or edit event details. Public Registration SettingsConfigure public registration wording and consent. Public EventsPublic-facing list of visible events.
Create a new event
  1. Open Create Event.
  2. Enter the event name, event code, venue, date, start time, end time and capacity.
  3. Choose public or invite-only mode.
  4. Save and open the Event Dashboard to manage registrations and event tools.
Hide or archive a completed event
  1. Open All Events.
  2. Use the event visibility actions such as Hide Public, Complete + Hide, Archive or Restore Active.
  3. Hidden or archived events are removed from the public event list but remain searchable in admin.
  4. Reports, attendance history, certificates, awards and audit history remain intact.

Registrations and Bulk Attendee Import

Allow public registration, admin review and CSV import of multiple attendees.

How-to
Event RegistrationsReview, confirm, reject, waitlist or cancel registrations. Bulk Attendee ImportImport multiple attendees from CSV. Download Import TemplateDownload the attendee CSV template. Duplicate Registration ReviewReview duplicate registration attempts. RegistrantsManage registrant profiles.
Confirm a registration
  1. Open the Event Dashboard and select Event Registrations.
  2. Review pending registrations.
  3. Confirm, reject, waitlist or cancel the registration.
  4. Confirmed guests receive an event ticket/QR token and can be checked in.
Import multiple attendees
  1. Open Bulk Attendee Import.
  2. Choose the event to import attendees into.
  3. Download the CSV template and complete attendee details.
  4. Upload the CSV file and review success, skipped and error rows.
  5. Existing attendees are matched by Swimming SA ID or email where possible.

Invitations, Documents and Communication

Invite attendees, share event documents and send event communication.

How-to
Event InvitesCreate and send secure event invitations. Event DocumentsUpload event documents with visibility controls. Communication CentreSend bulk or targeted event messages. Event RemindersSchedule reminder messages. Event Email LogReview event communication sending results.
Send invitations
  1. Open the Event Dashboard and select Event Invites.
  2. Add invite details manually or through the available import workflow.
  3. Send the invitation and confirm the status in the invite list.
  4. The invited person can register using the secure invitation link.
Upload event documents
  1. Open Event Documents from the selected event dashboard.
  2. Upload the file and set visibility such as Public, Registered, Confirmed or Admin.
  3. Documents can be linked in emails and viewed through the portal where allowed.

Check-in, Time In/Out and Auto Checkout

Scan guests into the event, scan them out, calculate time spent and close forgotten check-outs automatically.

How-to
Scan AttendanceScan QR/event tickets for attendance. Check-in ControlSearch and manage check-in status manually. Attendance Time ReportView time in, time out, duration and checkout method. Auto Checkout ReviewRun/review auto check-out processing. Check-in HistoryReview scanned and manual attendance history.
Record time in and time out
  1. Open Scan Attendance.
  2. Scan the confirmed attendee ticket/QR code for the correct event.
  3. The first valid scan records Time In and marks the attendee present.
  4. When the same ticket is scanned again, the system records Time Out and calculates the duration.
Handle guests who forget to scan out
  1. After the event ends, the system can auto-close open attendance sessions after the configured delay, currently designed as event end time plus 2 hours.
  2. Auto check-out records are marked with checkout method AUTO.
  3. The notes show that the attendee did not scan out and was checked out automatically.
  4. Administrators can view this clearly in the Attendance Time Report.

Attendance Reports and Certificate Eligibility

Review attendance, time spent and decide whether certificates may be issued.

How-to
Attendance ReportsAttendance summaries and exports. Attendance Time ReportTime spent per guest. Report Export CentreCSV report exports. Certificate EligibilityAllow, deny or hold attendee certificates. CertificatesGenerate and manage attendance certificates.
Review time spent at the event
  1. Open Attendance Time Report.
  2. Filter by event.
  3. Review Time In, Time Out, Duration, Checkout Method and Notes.
  4. Use the checkout method to identify normal scanned check-outs versus automated check-outs.
Approve or deny certificate eligibility
  1. Open Certificate Eligibility.
  2. Select the event and review each attendee.
  3. Set the eligibility status to Allowed, Denied, On Hold or Pending.
  4. Add an admin note if the certificate is denied or held.
  5. Only allowed guests should proceed to attendance certificate generation.

Award Events and Award Certificates

Configure award categories, assign awards to attendees and print award certificates.

How-to
Award SetupCreate award categories and signatories for an event. Award AssignmentsAssign awards to confirmed event attendees. Award CertificateSecure printable award certificate page. Event DashboardAccess award tools from the selected event dashboard.
Set up award categories and signatories
  1. Open the selected Event Dashboard.
  2. Click Award Setup.
  3. Create award categories such as Swimmer of the Year 2026, Coach of the Year 2026 or Special Recognition.
  4. Create certificate signatories such as President, Chairperson or Event Director.
Assign an award to an attendee
  1. Open the selected Event Dashboard.
  2. Click Assign Awards.
  3. Choose the confirmed attendee/ticket.
  4. Choose the award category and certificate signatory.
  5. Add custom title/body wording if required.
  6. Approve, print and mark the award certificate as issued when handed out.

Feedback, Privacy and POPIA

Collect event feedback and manage registrant privacy requests.

How-to
Feedback SettingsEnable and design feedback questions per event. Feedback ReportsReview and export feedback responses. POPIA / Privacy CentrePrivacy dashboard and data request tools. Privacy SettingsRetention periods and privacy wording. Profile / Privacy RequestsReview update/delete/reactivation/export requests. Data Retention ReviewReview retention status.
Enable event feedback
  1. Open Feedback Settings from the selected event dashboard.
  2. Enable feedback and choose the eligibility mode.
  3. Create questions such as rating, text, textarea or yes/no.
  4. After responses are submitted, review them in Feedback Reports.
Handle privacy requests
  1. Open the Privacy Centre or Profile / Privacy Requests page.
  2. Review update, delete, reactivate or export requests.
  3. Approve, reject or complete the request with an admin note.
  4. Keep audit records for traceability.

Backup, Restore and Production Readiness

Check production readiness and protect the system with downloadable backups.

How-to
Backup & Restore CentreCreate full ZIP backups and controlled restores. Backup CentreLegacy backup page. Production CheckOriginal production readiness checker. Deep Production CheckDetailed database, file, permission and route check. QA DashboardQA/UAT testing tools. Menu / Link CheckerCheck menu links and route availability. Go-Live ChecklistFinal go-live readiness checklist.
Create a full system backup
  1. Open Backup & Restore Centre.
  2. Choose Full System Backup ZIP.
  3. Download and store the backup outside the hosting account.
  4. The ZIP contains application files, database SQL, manifest and restore instructions.
Run production checks
  1. Open Deep Production Check.
  2. Review failures first, then warnings.
  3. Confirm required tables, folders, permissions, routes, backup tools, email settings and version values.
  4. Use System Health to verify that the code version and database version are in sync.

Troubleshooting

Common checks when something does not work after an upgrade.

How-to
System HealthVersion and schema compatibility. Deep Production CheckDetailed diagnostics. Email DiagnosticsEmail troubleshooting. Audit LogTrace user/system activity. Tool LockdownReview diagnostic tool access.
Fix application error references
  1. Open the hosting file manager or FTP.
  2. Check storage/logs/app_errors.log inside the project folder.
  3. Search the log for the displayed error reference number.
  4. If the error says a base table such as events does not exist, check that the correct database was imported and that config points to the correct database.
Fix SQL reserved keyword errors
  1. If phpMyAdmin complains about row_number, use backticks: `row_number`.
  2. This is required because ROW_NUMBER can be treated as a reserved/window-function keyword in MariaDB/MySQL.
  3. The corrected V3.9 SQL uses `row_number` INT NOT NULL.
Check why a menu link is missing
  1. Confirm you are logged in with the correct role, preferably Super Admin for setup, backup and diagnostics.
  2. Type the full URL directly in the address bar to confirm the page exists.
  3. Run Menu / Link Checker and Deep Production Check.
  4. Confirm the latest navigation repair package has been applied if newer pages exist but are not visible in the menu.

Today’s Release Notes

Summary of the updates completed today, including attendance timing, awards, production tools, imports, navigation and event archiving.

Updated to V3.10.1
V3.4 — Attendance Time In / Time Out Tracking
Added attendance time sessions using the same ticket/QR code: first scan records Time In, second scan records Time Out and duration is calculated.
V3.5 — Attendance Auto Checkout + Certificate Eligibility
Added automatic check-out for guests who forget to scan out after the event ends, admin-visible notes, time spent reporting and certificate allow/deny/hold review.
V3.6 — Award Events + Award Certificate Assignments
Added event award categories, certificate signatories, award assignment per confirmed attendee and printable secure award certificates.
V3.6.1 — Event Dashboard Award Links
Added award links intended for the event dashboard so award setup and assignment receive the selected event ID automatically.
V3.6.2 — Visible Award Dashboard Links Patch
Added a clearer Award Events panel on each event dashboard to show Award Setup and Assign Awards.
V3.7 — Help Centre + Menu Documentation
Added a Help Centre with procedures and release notes.
V3.8 — Backup & Restore Centre
Added full system backup ZIP creation containing application files and database SQL, plus controlled restore tools.
V3.9 — Production Deep Check + Bulk Attendee Import
Added a deeper production readiness checker and CSV attendee import with a downloadable template.
V3.9 SQL Fix — Backticked row_number
Fixed SQL compatibility by using `row_number` because row_number may be treated as a reserved/window-function keyword.
V3.9.1 — Navigation / Route Link Repair
Repaired navigation/menu links for Help, Bulk Attendee Import, Deep Production Check, Backup & Restore, QA/UAT, auto checkout and certificate eligibility pages.
V3.10 — Event Archive / Public Visibility Control
Added Hide Public, Show Public, Archive, Complete + Hide and Restore Active so completed events can be hidden from public view without deleting history.
V3.10.1 — Help File Today Changes + Version Sync
Updated this Help Centre with all of today’s changes and updated APP_VERSION/system settings to keep System Health accurate.
Version note: After installing this help update, System Health should show the code version as V3.10.1. The feature set includes V3.10 Event Archive / Public Visibility Control plus this help documentation update.
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