208227 Invitation Workflow CMS

Online Invitational Workflow Management System

A modular system designed to manage invitations to events via the internet.

The system will have 5 main modules.

1. Calendar Module - All modules will work off a calendar system. Calendars will list both events and invitations for those events.

There is a master view and also a view unique to each user on the system. Admins are the only ones that can access

the master view. Users with permissions can drill down each event for a particular date or range (day, week(s),

month(s) or year(s)) and see how many people are attending and their invitees. The calendar will also have a cron

job that will sent scheduled alerts to users alerting them of upcoming events. An extensive logging system

will track activity between the staff and event attendees and their invitees so that all communications with

them is logged and tracked. Log entries will have a timestamp, the username of the staff member, the email address

of the person they contacted and a text box where the staff member can enter what activity was performed. A cron

job will check to see if the activity log for each calendar entry has any activity and send alerts to admins

when there is no activity (admin time defined).

2. Event Module - This module will manage the creation, deletion and modification of events in the system.

Certain user types will be allowed to create, delete or modify events. Events will have the following fields:

1. Name of Event, 2. Time and Date of Event, 3. First and Last name of person associated with event (i.e.

birthday person), 4. Email address of person associated with event, 5. Phone Number of person associated with

event, 6. The graphic associated with this event chosen from a dropdown, 7. Email template associated with this

event, 8. Picture of person associated with the event, 9. Internal notes text box, 10. Staff who 'obtained'

the event (usually a promoter, or sub-promoter - default is the username of the person entering the information).

A submenu will allow the creation of graphic template that are associated with each unique event instance. Within

this menu, certain user types will be allowed to create, delete, and modify venues. The fields for graphic

templates. The graphic templates are backgrounds. When a new event is created, the first and last name is added

to a graphic template by using GD or ImageMagick in a predefined area. Another submenu will allow for the

creation of email templates where user defined fields will add the relevant event information (First Name,

Last Name, Date of event, Name of Event, picture,etc). When user submits event information, they are presented

with all the information they have entered along with the graphic and the email template for final approval. If

they need to change something, they can go back and modify any information (session is kept). When they approve,

the event is scheduled on the calendar, the email template is sent to the user performs an action in this section

with timestamp, name of activity (add, delete, modify), name of user and record number.

3. Viral Invite Module - Once an event is created in the system and the user has received their event information,

they will have the capability of inviting other users. They will have access to a url that will have all

of their event information along with their graphic. They will then be able to add their friends email addresses.

A template email will be sent that will have the person's information (Event Name, First and Last Name, Time and

date of event, etc) along with a link where the invitee will be allowed to respond if they are attending, not

attending or maybe. This information will be listed on a URL unique to the user's event. On this URL,

the email addresses will be listed along with their response and a text box where they can leave comments.

4. Reports Module - A powerful reporting system will allow staff members to be able to view data in a user

friendly presentation. You can report metrics by date (day, week, month, year), by users and by user defined

'success' metrics. A success metric is defined as total number of invites sent by a user who has an event in the

system divided by total number of invitees who have responded as 'attending'. User defined criteria is

possible (i.e. 'show all users with a 20% or more success metric). Reporting can be rolled up to the person who

is attributed with obtaining the event (promoter, sub-promoter). Regular metrics available are number of events

in the system, number of invitees per person with an event, number of promoters and number of sub-promoters.

Promoters without admin privileges can only run metrics for their own events and for their sub-promoters.

5. User Module - This module manages the users and user types in the system. The main types are Admin (super

users that can add, delete and modify anything in the system and are the only ones that can view logs. Logs are

read only for all users.), Promoter (they have the ability to create, delete and modify their own events and see

their events in a calendar, they also can add graphics and email templates that only they can use. They cannot

see the 'assets' of other users). Sub-promoters (They are 'child' users to a promoter and only promoters can

create them and assign the ability to add, delete or modify events.

We want a well reviewed developer that will want to establish a relationship with us for future updates to software and other exciting projects. PM if you have questions. Provide examples of previous similar work.

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