Architecting Modular Event Management System Using KodeFast

Challenges

• Fragmented Onboarding Experience
• Inconsistent File Submission Process
• Lack of Structured Data Handling
• Manual Communication Overload
• Limited Flexibility for Future Events

Fragmented Onboarding Experience

Difficulty in managing participant registrations and ensuring secure, authenticated access across events.

Inconsistent File Submission Process

Challenges in handling varied content formats (video, audio, image) without technical issues or upload errors

Lack of Structured Data Handling

No organization of category-wise submissions and concerns over data integrity and security

Manual Communication Overload

Heavy reliance on manual emails and status updates, leading to delays and potential miscommunication

Limited Flexibility for Future Events

Existing systems lacked scalability to support evolving formats like multi-round contests or audience voting

Solution Approach

• Secure Registration & Identity Assignment
  • • Designed a role-based access flow using KodeFast’s RBAC layer, ensuring data isolation between admin and participants
    • Each user received a unique registration token linked to their email for subsequent uploads and tracking
    • ReCaptcha and email verification protocols were implemented to reduce spam registrations
• Multi-Category Contest Structuring
  • • Events were dynamically categorized using schema-driven form templates (e.g., Short Film, Music, Rangoli)
    • Each form collected category-specific metadata (duration, media type, description), allowing clean back-end structuring
• Submission Workflow with File Handling Layer
  • • Built a file ingestion module with validation logic for file types, size and upload integrity
    • Submissions were mapped to unique participant IDs and timestamped, supporting audit and rollback if needed
• Integrated Data Layer with Admin Dashboard
  • • Centralized view for admins to monitor registration status, contest-wise entry count and participant metadata
    • Included download/export functions to support jury evaluation and external review
• Automated Communication Flows

  • Trigger-based email notifications were configured via the KodeFast Events Engine:

    • Registration confirmation
    • Submission received status
    • Deadline reminders

Results