📅 Event Timeline Guide – User Manual

What is the Event Timeline?

The Event Timeline helps you plan and manage your event step-by-step—from registrations to final results.

It acts as the official schedule that participants see and follow throughout the event.

🧭 Timeline Activities Explained

📝 Registration

Purpose: Opens registrations for the event

• Participants can sign up only during this period
• Always the first step in every event
• Sets the start date of the event
• When the end date/time is reached, the registration button automatically closes

👥 Team Formation

Purpose: Allows participants to create teams

• Mandatory for all events (even single-person teams)
• Participants form or join teams from the student dashboard
• Teams are created only during this period
• Always required as the second step after Registration
• No flexibility in order (Registration → Team Formation)

💡 Idea / Project / Prototype / Code Submission

Purpose: Submission phase for participant work

All four submission types function the same way

• Teams submit ideas, projects, prototypes, or code
• Supported content includes:
• Documents & presentations
• Code files
• GitHub / repository links
• YouTube demo links
• Title & detailed description
• Teams can upload and update submissions within the allowed time window

🎥 Meeting

Purpose: Conduct live sessions with participants

• Can be online or in-person
• Examples:
• Kickoff meetings
• Mentorship sessions
• Q&A sessions
• Requirements:
• Online → Provide meeting link
• Offline → Provide physical address
• Admins must mark teams as Present/Absent
• Only present teams can proceed to the next timeline stage

⚖️ Judgement

Purpose: Evaluation phase for submissions

• Participants cannot submit during this period
• Judges review and score all submissions
• Used for shortlisting and ranking teams

🏆 Valedictory Session

Purpose: Event closure and award ceremony

• Winners are announced
• Prizes and certificates are distributed
• Can be online or in-person
• Requirements:
• Online → Meeting link
• Offline → Event location
• Admins must mark attendance
• Only present teams can proceed to Final Result

📊 Final Result

Purpose: Official announcement of results

• Winners are declared
• Final rankings are published
• Marks the completion of the event

🗳️ Voting (Special Activity)

Purpose: Community voting on ideas

• Available only if “Idea Submission” is added first
• Enables audience or community participation
• Automatically appears after Idea Submission is configured

⚙️ Other (Custom Activity)

Purpose: Create custom timeline steps

• Fully customizable activity name
• Useful for unique or special event requirements
• Can be added anywhere in the timeline as needed

✅ Key Rules to Remember

• Registration → Team Formation order is mandatory
• Attendance marking is required in Meeting and Valedictory stages
• Teams cannot move forward unless marked Present
• Submission types work identically; only the label differs