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Admin Tasks

B. Category Creation and Manager Assignment

(Performed by LEARN Indico Admin)

Purpose:

To organize conferences by university and faculty/department structure, the LEARN Indico Admin creates a hierarchy of categories and assigns local organizers or university representatives as Category Managers at the department level. Additionally, a Location Manager is assigned to oversee room booking and management within the category.

Step-by-Step Instructions

Step 1: Create the Top-Level University Category

  1. Visit the Indico homepage: https://wsindico.learn.ac.lk/

  2. Click the ** pencil icon (top-right) to access the Category Management** area.

  3. On the homepage or relevant parent category, click ➕ Create subcategory.

  4. Fill in the form:

  5. Title: University of Peradeniya

  6. Description: "Official category for events organized by University of Peradeniya"

  7. Click Save.

Step 2: Create Faculty and Department Subcategories

  1. Inside the University of Peradeniya category, again click ➕ Create subcategory.

  2. Enter:

      • Title: Faculty of Computing
      • Description: e.g., “Events under Faculty of Computing”

  3. Click Save.

  4. Now within the Faculty of Computing, click ➕ Create subcategory again.

  5. Enter:

      • Title: Department of Computer Science
      • Description: “Events and workshops organized by the Department of Computer Science”

  6. Click Save.

Step 3: Assign a Category Manager (e.g., for Department of Computer Science)

  1. Navigate to Department of Computer Science category.

  2. Click the ⚙️ gear icon (top-right).

  3. In the sidebar, go to Protection.

  4. Under Category Protection > Permissions, click Add User.

  5. Search by name or email (e.g., Dr. Silva) – user must have an Indico account.

  6. Assign them the role of Manager.

7. Click Save.

Step 4: Assign a Location Manager (e.g., for Department of Computer Science)

  1. Navigate to the Department of Computer Science category.
  2. Click the ⚙️ gear icon (top-right) to access category settings.
  3. In the sidebar, go to Room Booking (if available) or return to the event management area and access Room Booking → Permissions under the category context.
  4. Under Permissions or Room Booking Permissions, click Add User.
  5. Search for a user (e.g., Mohan Bandara) – ensure they have an Indico account.
  6. Assign the role of Location Manager with the following permissions:
      • Manage: Full control over room settings and bookings.
      • Moderate: Ability to approve or reject room booking requests.
      • Override: Permission to override existing bookings if needed.
  7. Click Save to apply the changes.
  8. Verify the assignment by checking the Room Booking dashboard, where Mohan Bandara should now manage rooms like "Main Auditorium" under the category.

Updated Example Scenario

  • LEARN Indico Admin:
    • Creates top-level category: University of Peradeniya
    • Adds subcategory: Faculty of Computing
    • Adds sub-subcategory: Department of Computer Science
    • Assigns Dr. Silva (UoP IT Coordinator) as the Category Manager for the Department of Computer Science.
    • Assigns Mohan Bandara as the Location Manager for room booking within the Department of Computer Science.

  • Dr. Silva can now:

    • Create and manage all events under the Department of Computer Science category.
    • Enable abstract submission, registration, and room booking.
    • Assign editors, reviewers, and conference managers.

  • Mohan Bandara can now:

    • Manage room bookings (e.g., "Main Auditorium") for events under the Department of Computer Science.
    • Approve or reject booking requests and resolve conflicts using override permissions.
    • Ensure room availability aligns with the conference schedule (8 Sep - 13 Sep 2025).