Dashboard
Help: This dashboard shows registration volume, payment status, pre-conference readiness and marking health. Teacher in-charge accounts see only their assigned committee scope; Super Admin sees the full conference.
Operational Flow
Today's Action List
Admin Preflight / Health Check
Run this before go-live or after changing Netlify env variables.
View As (Super Admin Only)
Read-only impersonation: See exactly what a participant or staff member sees. Any write attempted while impersonating is rejected by the backend since your own sign-in identity is always re-checked.
Admin Test User Mode (Super Admin Only)
Use for rehearsal: choose one active committee and activate test mode. The portal maps one temporary TEST_DELEGATE to every active admin user. Each admin then sees a Test User link at the bottom of their admin sidebar.
Dry Run Cleanup
Use after full mock testing: clears demo operational records while preserving registrations, committees, settings, countries, users and payment logs. Photos and position papers are kept unless selected.
Committee Profile
Use this for committee/team IDs: confirm your name, designation, committee, class/section or registration number if applicable, then upload the same standard ID photo. The QR badge can be scanned in Conference Day attendance using the same QR scanner.
Profile Photo
Preview
Select a photo above, adjust the crop, then tap Upload. Use a straight front-facing photo with light background and Indian or Western formals.
Registrations
Help: Students choose committee and country/portfolio preferences on the public page. Admins allot the final committee and portfolio here. The allotted portfolio is the country/seat that later appears in marking, attendance, certificates and awards.
Bulk Allotment Upload
Workflow: Download paid, unallotted delegates, fill
approvedCommittee and approvedCountry, preview the CSV, then apply. Already allotted delegates are excluded from the download and rejected by the upload unless cleared manually first.CSV columns include student details, payment status, first/backup choices, approvedCommittee, approvedCountry, status and notes.
Canva CSV Export
Use this for ID cards and certificates: choose the Canva fields you want, then download a clean CSV. For local image mapping, download the assets ZIP and extract it to the folder below; local path columns will match that folder.
| ID | Student | Preferences | Status | Allocation | Payment | Notes | Actions |
|---|
Allocation Exchanges
Super Admin only: approve and apply delegate exchanges across committees, across countries, or between countries in the same committee. Students and other admin roles cannot see or call this workflow.
Choose Delegates
Approved Final Allocation
By default, Preview / Swap gives Student A the current allocation of Student B and Student B the current allocation of Student A. You can edit either final committee or country/portfolio before applying.
Recent Exchange History
Configuration
Help: The public countdown uses
Event start for countdown. Save the event date and time here, then the front page reads it from the backend setting EVENT_START_AT. Each section below expands on click.Branding and SEO
Active conference: CURRENT. Create a new conference cycle when you want fresh registrations/topics without deleting old records.
Countdown source: set an event date/time and save settings.
Upload or paste a public image URL.
Used in hero and social previews.
Small square image works best.
Optional; dark overlay is added automatically.
Used behind delegate and committee profile ID cards.
Used behind committee profile badges.
Stored for customized certificate generation/use later.
Conference Manager
Existing Conferences
Committees
Help: Committee portfolios come from Country Master for UN committees, Legislative Portfolio Master for JLA/Lok Sabha, and the IPC role list for press. Only portfolios selected here become open for registration.
Committee Setup
Add / Edit Committee
Used on delegate ID cards after allocation. Bundled examples live in /assets/org/.
One-time Committee Migration
Use only if the active conference still has INTERPOL and it must become WHO. This updates the committee, portfolio list, mappings, existing INTERPOL choices/allotments and Drive folders.
Legislative Portfolios
Add / Edit Portfolio
For Jharkhand Legislative Assembly and Lok Sabha — store seat details with leader name, constituency and political party.
CSV columns: committeeCode, portfolio, leaderName, constituency, politicalParty, active, notes
Controls
Help: All conference on/off switches in one place — registration deadlines, submission gates, locks and feature flags. Save after any change.
Registration & Submission Gates
Custom Acknowledgements Page
Custom HTML: Paste a preformatted HTML snippet to replace the auto-generated team grid on the public Acknowledgements page. The HTML is injected directly into the page — include any inline styles you need. Clear it to revert to the auto-generated layout from Committee Profiles. Superadmin only.
Access & Locks
ID Card Access by Role
Delegate Voting
Voting mode — controls whether delegates can change their vote on a motion after they first cast it. This default applies to every new vote you open unless the chair overrides it when opening the vote.
Orientation & Support Info
P5 Veto Powers (Security Council)
Super Admin only. Designate which portfolios hold P5-style veto power in a committee. When a veto holder votes No on a resolution opened with the P5 Veto Rule, the resolution fails regardless of the majority outcome.
Conference State Reset Superadmin
Use this to clear stuck active votes and caucuses — for example after testing, or if a vote can't be closed normally. This does not delete vote records or attendance; it only clears the "currently open" flags.
To clean test vote/speaker/attendance records: open the Google Sheet and delete rows from the Resolution Votes, Speaker Queue, and Conference Attendance tabs for the test sessions.
To clean test vote/speaker/attendance records: open the Google Sheet and delete rows from the Resolution Votes, Speaker Queue, and Conference Attendance tabs for the test sessions.
Students
Student Master
Add / Edit Student
Help: Use this if registrations should be limited to known PAS students. When Student Master Required is enabled in Settings, the student email must exist here and be active.
CSV columns (header row required): email, fullName, admissionNo, class, section, guardianContact, active
Student Photo Review
Upload Replacement Photo
ID photo standard: straight face, light plain background, Indian or Western formals, no group photo. Approve only if the crop is suitable for print.
Use this to upload a first photo or replacement on behalf of a delegate. You can also click Upload Photo from a registration row to prefill the Registration ID.
Teacher in-charge: one replacement per delegate in scope. Super Admin: unlimited replacements.
Name / Registration Number Correction
Bulk fix typos: Registration ID is fixed and cannot be edited here. Correct Name and Reg/Admission No for as many rows as needed, then Save All Corrections once at the bottom. Rows are prefilled with existing data and ordered by registration serial number.
| # | Registration ID | Name | Reg / Admission No. | Class | Section | Gender |
|---|
ID Cards
Visual QA: Pick a committee to see allocated delegate ID cards - check for missing logos, wrong names or bad photo crops before printing. Use Edit Photo on a card to recrop an existing photo or upload one for that delegate.
Template Assignments by Committee
Committee templates: Save one ID card background/layout for WHO, another for UNSC, another for Secretariat, then assign them here. Exports can use Auto template by committee so each delegate gets the correct design.
Bulk ZIP by Committee
Folder-ready download: Select multiple committees and download one ZIP. Each selected committee is saved as its own PDF inside the ZIP, sorted by committee and portfolio/name.
Design ID Card Template
ID designer: Upload or paste an external background, add fields, then drag or resize each field on the canvas. Save it and choose the template above for printing.
Organizing Committee / Staff ID Cards
Staff visual QA: Review organising members, dais and staff ID cards in one place. Cards use approved committee profile photos; pending or missing photos stay marked on the card so they are easy to catch before printing.
Canva / Local Download Structure
Staff Canva export: Download a CSV plus matching folders for organizing committee photos, QR codes, committee logos and ready ID card PNGs. Extract the ZIP to the folder shown here so the CSV local paths match your computer.
Organizing Committee Data
OC data editor: Edit organising committee and staff profile details used for staff ID cards. Make several changes, then save them together.
| Name | Designation | Committee | Class | Sec | Reg No. | Phone | Gender | Status |
|---|
Flags & Logos
Visual identity library: Committee logos and country/organisation flags used across ID cards. Super Admin and Teacher In-charge changes apply immediately. Secretary-General, Deputy Secretary-General and Chairs can propose a replacement within their own scope - it goes to Approvals for Super Admin/Organizing/Teacher In-charge sign-off before it goes live.
Bulk Upload / Download
Bulk upload: Select every flag/logo file at once (name each file after the committee code, e.g. UNSC.png, or the country/portfolio name, e.g. France.png). Each file is matched automatically; unmatched files are listed so you can rename and retry. For good print quality, source images around 600x400px (300 DPI at printed size) work best - a smaller display copy is generated automatically.
Committee Logos
Country / Organisation Flags
Custom Templates
Custom print templates: Upload your own ID card or certificate design and drag fields onto it (name, photo, QR, committee, etc). This is entirely separate from the standard ID card/certificate - both remain available, and you choose which one to use when printing or downloading.
New / Edit Template
Delegate Content
Study Guides
Upload Guide
Help: Guides and ROP must be uploaded as PDF files below 4 MB. Student committee members can request metadata updates, but Super Admin must approve before they publish.
PDF only · max 4 MB · version auto-increments on replacement.
Uploaded Guides
Timetable
Add Timetable Item
Keep the header row unchanged. The SAMPLE row is skipped during import.
Existing Timetable Items
Announcements
Post Announcement
The SAMPLE row is ignored automatically — safe to leave in your working Excel copy.
Existing Announcements
Review Queue
Unified queue: Review content requests, student ID photos and manual speaker time corrections from one place. Items still remain available in their original tabs.
Position Papers
Help: Position papers are submitted from the student hub as PDFs below 4 MB. New and revised papers remain private to the delegate, dais, teacher in-charge and admins until the status is Accepted. Accepted + Committee visibility papers appear in the student Committee Papers view. Revision Required reopens student upload; Accepted locks the file unless reopened before marking. Each submission is versioned (V1, V2, V3…) so the dais can see how many times a paper was revised. Super Admin and Teacher-in-Charge can delete a paper — this marks it deleted (preserving audit history) and immediately opens a re-upload slot for the delegate. Whether delegates can freely re-upload without deletion is controlled by the Paper Re-upload Policy setting in Controls (Super Admin only).
| Submission | Delegate | Paper | Visibility | Status | Comments | Action |
|---|
Orientation
Help: Conference Day uses the final allocation from Registrations. In marking, the committee dropdown is the enabled committee list, and the delegate dropdown shows each allotted country/portfolio plus student name. Each section below expands on click.
Conference Sessions
Add / Edit Session
Attendance / QR Check-in
Mark Attendance
Any session works: pick a session below (bulk-uploaded or manually added, from Conference Sessions) - attendance is tracked separately per session, so every session needs its own check-in/scan.
Attendance for This Session
Speaker Queue
Add Speaker
Chit Review Inbox
Dedicated chit queue: Review, claim, deliver, reject and export committee chits here. Chits are intentionally separate from the main Approvals page so dais work stays focused during committee. Delegate-to-delegate (D2D) chits — such as POI Chits and Right to Reply — are auto-delivered and appear here so the chair can monitor all inter-delegate communication in one place.
Caucus
Open an Unmoderated Caucus (free delegate networking, countdown timer only) or a Moderated Caucus (delegates speak in a controlled queue within the allotted time). Students see the countdown and speaker list live on their hub.
Motions and Voting
Motions and Voting: Record caucuses, procedural votes and substantive votes here. Eligible Voters is the number of delegates whose votes count toward quorum — use the ↺ Fill button to auto-populate from session attendance (falls back to registered delegates if attendance has not been taken). Quorum is calculated as votes cast ÷ eligible voters ≥ quorum %; if eligible voters is left blank and no attendance data exists, quorum will be marked not met. The chair can also record manual votes on behalf of delegates who face technical issues (select delegate, vote, and reason when opening a vote in the live room).
Add / Edit Motion
Resolutions
Add / Edit Resolution
Scores and Awards
Committee Marking
Enter mark for individual delegate / metric
Save Draft can be used throughout. Submit Section locks only the selected section for your marker role.
Live Marksheet View
Live view: Shows current mark entries for the selected committee. Auto-refreshes every 90 seconds. Click Refresh Now to pull the latest marks immediately.
Incidents
Log Incident
Marks Complete Dashboard
Live Room Display
Certificates
Help: Generate certificates after final allocation and award/result checks. Verification requires the certificate code plus matching student email or registration ID.
Finance
Payment Handover
Bulk Fee Paid Upload
Match rule: Rows auto-confirm only when admission number, student name, class/section and the registration email prefix agree strongly. Weak, ambiguous or wrong rows stay for manual review and can be marked unpaid.
CSV columns: admissionNo, studentName, class, amount, reference. Class can be 7 A, 7A, 7-A, VIIA, or Vii - A.
Create Handover Batch
Confirm Handover Batch
Payment Log
Role Management
Help: Add real Google-login users here. A user can have multiple roles. Use the checkboxes or type roles separated by commas, semicolons or new lines. Common names like
Asst Sec General, Director-General and teacher in-charge are accepted.Only Super Admins can add or edit users. Roles and scopes are stored comma-separated in Authorised Users. For CSV upload, use semicolons inside a role cell, quote comma-separated role cells, or add role2/role3 columns.
Common setupsCommittee teacher: role teacherincharge, scope UNGAChair who can also view final marks: chair,markobserver with scope UNSCSecretary General / Asst Secretary General / Director General: their own role, scope ALL or blank, read-only view across all committeesFinance plus organising: organizing,finance with scope ALLClass Teacher: classteacher with scope 9-A, 10-B
Your Effective Session
Role View Checker
Help: This is a safe preview of tabs, records and edit powers for a role/scope. It does not impersonate the user or bypass Google login.
CSV columns: email, name, role, assignedScope, active. Role may contain one or more comma-separated roles.
Organisation People Directory
Add/edit predefined people in the `Organisation People` sheet. Active people appear in the dropdown above.
Security
Super Admin only: Review Google login, student hub, registration and emergency passcode attempts. Repeated failures or unknown emails should be investigated.
Backup
Disaster recovery: Downloads every sheet (registrations, allocations, marks, photos/logos library, settings, everything) as one JSON file. Google Sheets/Drive keep their own version history and trash, but this gives you an offline copy outside Google — take one before major operations (allocation, bulk uploads, going live) and periodically during the event.
A snapshot is also taken automatically once a day and kept for the last 7 days.
Help: Visitor logs track public/admin page activity. Audit logs track important admin actions. Email Log shows sent, skipped or failed notifications.
Event Summary Report
Post-event wrap-up: Registration, payment, attendance, papers, awards, marks and incident totals for the active conference — useful for a report back to school administration.
Email Notification Center
Recent Visitors
Recent Audit
Help Guide
This guide is visible to Super Admins, Chairs, Co-Chairs, Rapporteurs, and Teachers In-Charge. Use browser Print → Save as PDF to share an offline copy.
1. Login & Roles
All users sign in with Google (the same Gmail used during registration). Staff must be listed in Authorised Users with the correct role. Students sign in at the public portal — no admin access is needed.
Roles: superadmin (full access), organizing (most access), teacherincharge (student oversight, photo approval), chair/cochair/rapporteur (their committee), classteacher (their students), secretarygeneral/deputysecretarygeneral/directorgeneral (senior view), finance (payments), markobserver, expertconsultant, studentcommittee (OC members).
2. Registration & Allocation
Students register at the public portal. Admins review in Ops → Registrations. Use the allocation table to assign a committee and portfolio (country/seat) — this is the value that flows into marking, certificates and awards.
Once allocations are set, tick Allocation Locked in Setup so students cannot see the lock message instead of their committee.
3. ID Cards
Delegates see their ID card in the student portal once they have an approved photo and a committee allocation. Staff see their committee ID card in My Profile → Print ID / Badge.
To control which roles can print IDs: go to Setup, scroll to the ID Cards section, and toggle Teacher In-Charge / Dais / Senior enabled. superadmin and organizing always have access.
Upload a custom background image in Setup → ID Card Background URL (use a direct image link) or upload a full custom template in Templates.
4. Photos
Students upload in the student portal → ID Card tab. The photo must be approved by teacherincharge or admin before it appears on the ID card. Admins can review, crop, approve or reject in Approvals → Student Photo Approvals.
Staff upload their profile photo in My Profile → Profile Photo. Select a file, adjust the crop, then click Upload. Up to 3 uploads are allowed; after that, contact Super Admin to clear the record.
Super Admins can upload on behalf of any student in ID Cards tab — find the delegate tile and click Upload/Edit Photo.
5. Custom Print Templates
Go to Templates to create a custom ID card or certificate design. Upload a background image (JPG/PNG), set the size in mm using the width/height inputs or pick a preset (Portrait ID, Credit Card, A4, etc.). Drag fields (name, photo, QR, committee, flag, etc.) onto the canvas and style each one with font, size, alignment and colour. Save the template, then choose it in the ID Cards or Certificates dropdown when printing.
6. Conference Day — Full Step-by-Step Guide
All dais staff sign in at mun.pasbokaro.com/admin with their @pasbokaro.com Google account. You will land on the Conference Day tab automatically. If you don't see it, click Conference Day in the left sidebar. Everything below is done from that tab unless stated otherwise.
STEP 1 — Sessions (Chair only)
Co-Chairs and Rapporteurs: skip to Step 2. Sessions are managed by the Chair.
- Open the Conference Sessions section (top of Conference Day tab).
- Click Add / Edit Session: fill in Date, Start Time, End Time, Title (e.g. "Session 1 — Morning"), your Committee from the dropdown, and Venue.
- Set Status to Active when the session begins. Set to Completed when it ends.
- You can also bulk-upload sessions via CSV — download the template, fill it in, and upload.
- Only sessions marked Active appear in the Speaker Queue and Attendance dropdowns.
STEP 2 — Attendance (Chair & Rapporteur)
- Open the Attendance / QR Check-Ins section.
- Select the active session and your committee from the filter dropdowns.
- Each delegate's card shows Present / Late / Absent buttons. Click the correct status for each delegate.
- Alternatively, use QR Scanner: click Start QR Scanner, point the camera at a delegate's ID card QR code — it auto-marks them present for the selected session.
- Attendance can be corrected at any time during the session by clicking a different status button.
- Rapporteur role: Rapporteurs have access to mark attendance for their assigned committee.
STEP 3 — Speaker's Queue / GSL (Chair)
Co-Chairs and Rapporteurs: you can view the queue but cannot add or manage speakers.
- Open the Speaker Queue section.
- To add a speaker manually: select the Session, type the delegate's Registration ID or name in the search box, choose the type (General Speakers List / Moderated Caucus / Right of Reply), set duration in seconds, then click Add Speaker.
- To bulk-upload the GSL: click Download Speaker Template, fill in the CSV (registrationId, sessionId, type, durationSeconds, order), then upload it and click Confirm Import. Filters reset automatically so all imported speakers appear.
- Use Move Up / Move Down to reorder queued speakers.
- When a delegate is ready to speak: click Start on their card. The live committee display starts the timer.
- Click Pause to pause mid-speech, Resume to continue, End to finish.
- Click Remove on any card (any status) to delete that entry from the queue.
- The live room screen updates automatically — no extra action needed.
STEP 4 — Caucus (Chair)
Co-Chairs and Rapporteurs: caucus is managed by the Chair only.
- Open the Caucus section.
- Choose Unmoderated (free networking, timer only) or Moderated (controlled speaker list with per-speaker timer).
- Select your committee, enter the topic (optional), set Total Minutes and (for moderated) Seconds per Speaker.
- Click Open Caucus. The timer starts immediately on the live room display.
- For moderated caucus: add delegates to the speaker list using the input below the timer. Click Next Speaker → to advance.
- To extend time: click +5 min, +10 min, or enter a custom value.
- Click End Caucus when done. The form reappears for the next caucus.
- If you see "A caucus is already open" but no active caucus is shown: click Force Clear Stuck Caucus (select your committee first), then open normally.
STEP 5 — Motions & Voting (Chair)
- Open the Motions section to log a motion: select session and committee, enter the motion text, mover, seconder, and outcome (Passed / Failed / Withdrawn). Click Save.
- For a Live Procedural Vote (Yes/No vote delegates cast on their phones): open the Procedural Vote section, select your committee, enter the motion text, and click Open Procedural Vote. Delegates will see Yes/No buttons on their student hub page.
- Watch the live tally update in real time. When voting is complete, click Close Vote & Record Result.
- For Resolution Votes (Simple or Roll-Call): use the Resolutions section — save the resolution first, then open a vote from its card.
STEP 6 — Chit Inbox (Chair & Co-Chair)
- Open the Chit Inbox section.
- Incoming chits from delegates appear here. Click Accept or Reject to respond.
- To send a note back to a delegate: type in the Note field before accepting/rejecting.
- To send a manual chit (chair to delegate): click Send Manual Chit, select the committee and delegate, write the message, and send.
- The delegate sees accepted chit responses in their student hub.
STEP 7 — Chair Marking (Chair & Co-Chair)
Rapporteurs: go to Step 8 for Rapporteur Marks. Teacher In-Charge: go to Step 9.
- Go to the Marking tab (left sidebar).
- Select your committee and the session/section you are marking (e.g. "Opening Speech", "POI Verbal", "Working Paper").
- Each delegate appears as a card. Click a delegate to expand their mark entry form.
- Enter scores for each metric shown (Content, Delivery, Structuring, etc.). Each metric shows its maximum marks.
- For POI Verbal: you will see separate rows for POI 1 and POI 2, each with Content, Clarity, and Structuring sub-scores.
- Add optional Notes for each delegate (these are private — not shown to delegates).
- Click Save for each delegate's row. Saved entries show a green tick.
- Bulk upload option: click Download Mark Template, fill in the scores in the CSV, and upload to pre-fill all entries at once.
- When all marks for a section are entered: click Submit Section. This locks the section and sends it for Teacher In-Charge review.
- Co-Chair: you enter the same marks independently; the system averages Chair and Co-Chair scores.
STEP 8 — Rapporteur Marks (Rapporteur)
- Go to the Marking tab.
- Select your committee. You will see only the Rapporteur mark sections (Attendance accuracy, general notes, etc.).
- Enter scores or notes for each delegate and click Save.
- Submit the section when complete using Submit Section.
STEP 9 — Teacher In-Charge Review
- After chairs and rapporteurs submit all sections, the Teacher In-Charge opens the Marking tab.
- Review each submitted section in the Marksheet View — toggle sort between Highest Total and Portfolio A–Z.
- Flag any entries that need correction using the marking flags.
- Once satisfied, click Approve Final Results for the committee. This sends the results to Super Admin for release.
QUICK REFERENCE — Who Does What
| Task | Chair | Co-Chair | Rapporteur |
|---|---|---|---|
| Create / manage sessions | ✓ | — | — |
| Mark attendance | ✓ | — | ✓ |
| Manage Speaker Queue / GSL | ✓ | — | — |
| Open / close caucus | ✓ | — | — |
| Log motions | ✓ | — | — |
| Open procedural / resolution vote | ✓ | ✓ | — |
| Chit inbox (accept/reject) | ✓ | ✓ | — |
| Enter chair marks | ✓ | ✓ | — |
| Enter rapporteur marks | — | — | ✓ |
TROUBLESHOOTING — Common Conference Day Issues
- Committee dropdown is empty: Press F5 to reload the page. Your scope may have been assigned after you last logged in.
- Speaker buttons stop working during timer: Wait for the timer to complete, or reload the page. Do not click rapidly — each click sends a request to the server.
- Speaker queue shows nothing after import: The session/committee filter may have been active. They reset automatically on import — if still empty, clear both filter dropdowns to "All".
- Caucus says "already open": Select your committee in the form, then click Force Clear Stuck Caucus. This resets the state.
- Dropdown menus close immediately: This was a known bug and has been fixed. If it recurs, reload the page.
- HTTP 502 error on save: The server woke from a cold start. Wait 5 seconds and try again — the second attempt will succeed.
- Marks not saving: Check that you have selected the correct committee and section. Scores must be numbers within the allowed range.
- Session not appearing in Speaker Queue dropdown: Ensure the session status is set to Active (not Scheduled or Completed).
7. Position Papers & Study Guides
Upload guides (PDF, max 4 MB) in Prep → Study Guides. Students submit position papers in the student portal. Review and approve in Approvals → Content Requests.
8. Common Issues
- Student can’t see ID card: Check they have an approved photo and a committee allocation.
- Staff can’t print ID: Check the role toggle in Setup → ID Cards section.
- Photo upload error “too large”: Use a phone photo below 5 MB or compress it before uploading.
- Netlify Blobs “not available”: Expected in local development. On the deployed site, try a fresh deploy (Clear cache and deploy in Netlify dashboard).
- Google Sheets quota error: The portal automatically retries. If it persists, wait 60 seconds.
- Admin access locked: In Setup, set Admin Access to Open or add specific roles to the allowed list.