Event & Sales Manager

A professional desktop application for managing school events, ticketing, and fundraising sales. Built for PTAs, schools, and organizations that need efficient participant tracking, label printing, and check-in management.

Features

Dual Operating Modes

Ticketing Mode - Traditional event ticketing with check-in

• Generate numbered tickets with unique QR codes
• Real-time check-in with barcode scanner support
• Track attendance and export check-in reports
• Perfect for: school dances, carnivals, raffles, field trips

Sales Mode - Fundraising and order management

• Track bulk orders (e.g., 5 pretzels per student)
• Quantity tracking and order summaries
• Print labels for bag/envelope labeling
• Perfect for: pretzel sales, cookie dough, wrapping paper, school supplies

Core Features

• Multi-Event Support - Filter and manage multiple events simultaneously
• Envelope Labels - Avery 5160 compatible label printing (30 per sheet)
• CSV/Excel Import - Bulk import participant data
• Custom Fields - Configure which fields to collect (classroom, teacher, grade, etc.)
• Customizable Branding - Set organization name, event name, and accent colors
• Quantity Management - Sales mode shows quantities in tables and on labels
• Check-In System - QR code scanning or manual ticket entry
• Export Reports - CSV export for tickets, check-ins, and order summaries

Installation

For End Users (Recommended)

Coming Soon: Download the installer for your platform:

• Windows: Event-Sales-Manager-Setup.exe
• macOS: Event-Sales-Manager.dmg
• Linux: Event-Sales-Manager.AppImage

Run the installer and launch the app - no additional setup required!

For Developers

1. Clone the repository

   git clone <repository-url>
   cd event

2. Install dependencies

   npm install

3. Run in development mode

   npm start

4. Build installers

   npm run build

Quick Start

First Time Setup

1. Launch the app and go to the Settings tab
2. Choose your mode:
   • Ticketing Mode for events with check-in
   • Sales Mode for fundraising/bulk orders
3. Configure organization details:
   • Organization Name (e.g., "Lincoln Elementary PTA")
   • Event Name (e.g., "Fall Carnival" or "Pretzel Sale")
   • Event Code (e.g., "EVT" or "PRETZEL") - appears on ticket codes
4. Enable custom fields you need:
   • Classroom/Room
   • Teacher
   • Grade
   • Address, Email, Phone (for labels)
5. Click Save Settings

Registering Participants

Manual Entry:

1. Go to Manage tab
2. Fill in participant details (first name, last name, custom fields)
3. Set quantity (how many tickets/items)
4. Click Generate

Bulk Import:

1. Prepare a CSV or Excel file (see format below)
2. Click Import CSV/Excel
3. Select your file
4. Review import summary

Printing

Tickets (Ticketing Mode):

1. Select tickets in the table or use "Print All Unprinted"
2. Choose ticket template (Default Layout or custom)
3. Click Print Selected or Preview Selected
4. Each ticket shows: name, QR code, ticket number, event info

Labels (Both Modes):

1. Go to Labels tab
2. Select participants or use "Print Labels for All"
3. Load Avery 5160 label sheets in printer
4. Click Print Labels or Preview Labels
5. In Sales Mode, labels show quantity (e.g., "Qty: 5")

Check-In (Ticketing Mode Only)

1. Go to Check-In tab
2. Scan QR codes with barcode scanner, OR
3. Type ticket code or number and press Enter
4. System shows check-in confirmation
5. Export check-ins anytime with Export Check-Ins button

Working with Multiple Events

The Event Filter dropdown (top of Manage and Labels tabs) lets you work with one event at a time:

1. Change Event Code in Settings when starting a new event
2. Generate tickets - they'll have the new event code prefix
3. Select the event from the dropdown to filter tables
4. View only tickets/participants for that specific event

Example:

• Fall Carnival tickets: FALL-ABC123
• Pretzel Sale orders: PRETZEL-XYZ789
• Filter dropdown shows: "All Events", "FALL", "PRETZEL"

CSV Import Format

Ticketing Mode

Minimum required:

Quantity,First,Last
1,Julia,McSweeney
1,Emmett,Potts

With custom fields:

Quantity,First,Last,Classroom,Teacher
1,Julia,McSweeney,101,Ms. Johnson
2,Emmett,Potts,202,Mr. Smith

Sales Mode

Bulk orders:

Quantity,First,Last,Classroom,Teacher
5,Julia,McSweeney,101,Ms. Johnson
12,Emmett,Potts,202,Mr. Smith

In Sales Mode, Quantity = number of items ordered (creates that many ticket records for quantity tracking).

Column Name Variations

The app recognizes these column names (case-insensitive):

• Quantity: Quantity, Qty, Count
• First Name: First, First Name, FirstName
• Last Name: Last, Last Name, LastName
• Full Name: Name, Student Name, Full Name (will be split automatically)
• Classroom: Classroom, Room, Class
• Teacher: Teacher, Instructor
• Grade: Grade, Grade Level
• Address: Address, Street Address
• Email: Email, Email Address
• Phone: Phone, Phone Number

Envelope Labels

Label Template

Avery 5160 (or compatible)

• 30 labels per sheet (3 columns × 10 rows)
• Label size: 2.625" × 1"
• Available at office supply stores and Amazon

Compatible Brands

• Avery 5160
• Office Depot/OfficeMax (equivalent)
• Staples (equivalent template)
• Amazon Basics address labels (2.625" × 1")

What Gets Printed

Ticketing Mode:

• Student name (bold, centered)
• Selected label fields (classroom, teacher, grade, etc.)
• Event name

Sales Mode:

• Student name (bold, centered)
• Selected label fields (classroom, teacher, etc.)
• Quantity ordered (e.g., "Qty: 5")

Note: Labels are deduplicated - one label per student regardless of ticket quantity.

Adjusting Label Alignment

If labels don't line up perfectly with your printer:

1. Go to Settings tab
2. Scroll to Label Printing Adjustments
3. Use presets (Default, Tight, Spaced) or adjust manually:
   • Vertical Gap - space between rows
   • Horizontal Gap - space between columns
   • Top Margin - shift all labels down
   • Left Margin - shift all labels right
4. Click Save Settings
5. Test print on regular paper first!

Settings & Configuration

Mode Settings

Ticketing Mode:

• Enables Check-In tab
• Prints QR codes on tickets
• Labels show event name
• Focus on attendance tracking

Sales Mode:

• Hides Check-In tab (not applicable)
• Shows quantity column in tables
• Labels show quantity ordered
• Export order summaries by teacher/classroom

Custom Fields

Enable only the fields you need:

• Classroom/Room - Organizes participants by class
• Teacher - Groups orders by teacher (great for sales mode)
• Grade - Track which grades participated
• Address - For mailing labels or parent contact
• Email - Electronic communication
• Phone - Phone contact
• Notes - Special instructions or notes

Label Fields: Choose which fields appear on printed labels.

Branding

• Organization Name - Appears on tickets
• Event Name - Appears on tickets and labels
• Event Code - Prefix for ticket codes (e.g., "EVT-ABC123")
• Accent Color - Custom color picker for branding

Typical Workflows

Ticketing Mode: School Dance

1. Settings: Set mode to "Ticketing", event name "Fall Dance", event code "DANCE"
2. Import: Upload student roster CSV
3. Print: Print all tickets and envelope labels
4. Distribute: Send labels home for families to write names on envelopes
5. Day of Event:
   • Check-In tab active
   • Scan QR codes as students arrive
   • Track attendance in real-time
6. After Event: Export check-ins for attendance records

Sales Mode: Pretzel Fundraiser

1. Settings: Set mode to "Sales", event name "Pretzel Sale", event code "PRETZEL"
2. Import: Upload order form CSV with quantities (e.g., 5 pretzels, 12 pretzels)
3. View Quantities: Manage tab shows "Qty" column with order amounts
4. Print Labels: Labels show "Qty: 5", "Qty: 12", etc. for labeling bags
5. Sort by Teacher: Filter or export to group orders by classroom
6. Distribution: Use labels to mark pretzel bags before sending to classrooms
7. Reports: Export order summary CSV grouped by teacher

Database & Data Storage

Database Location

All data is stored in a SQLite database (pta_tickets.db) located in:

• Windows: %APPDATA%\event-sales-manager\
• macOS: ~/Library/Application Support/event-sales-manager/
• Linux: ~/.config/event-sales-manager/

Backup

To backup your data:

1. Close the app
2. Copy pta_tickets.db from the location above
3. Store in a safe location

To restore:

1. Close the app
2. Replace pta_tickets.db with your backup copy
3. Restart the app

To start fresh:

1. Close the app
2. Delete pta_tickets.db
3. Restart the app (creates new database)

Data Export

Regular CSV exports are recommended:

• Manage tab → Export CSV (all tickets/participants)
• Check-In tab → Export Check-Ins (attendance report)
• Manage tab → Export Order Summary (sales mode - grouped by teacher)

Tips & Best Practices

General

• Test first: Always preview PDFs before printing
• Regular exports: Export CSV regularly to backup participant data
• Multiple events: Use event filter dropdown to work on one event at a time
• Search: Use search box to quickly find specific participants

Ticketing Mode

• Privacy: Tickets show name only (no room numbers)
• Distribution: Use envelope labels for easy sorting by classroom
• Check-In: Barcode scanner should be in "keyboard mode" (acts like keyboard input)
• Manual entry: Check-In accepts ticket codes or numbers if scanner fails

Sales Mode

• Bulk orders: Import CSV with quantities (system creates multiple ticket records)
• Quantity display: Tables and labels automatically show order quantities
• Teacher reports: Export order summary to see totals by teacher/classroom
• Label organization: Print labels to mark bags/envelopes before distribution

Label Printing

• Test print: Print on regular paper first to check alignment
• Printer settings: Use "Actual Size" or "100%" scaling (no fit-to-page)
• Label sheets: Buy extra sheets - practice makes perfect
• Adjustments: Use Settings → Label Printing Adjustments if alignment is off

Troubleshooting

Import Issues

Problem: "Could not detect columns"

• Ensure CSV has headers in first row
• Check column names match expected variations
• Verify file is actually CSV (not .xlsx saved as .csv)

Problem: "Skipped rows during import"

• Quantity must be a number
• At least First/Last name or Full Name required
• Check for blank rows in CSV

Label Printing

Problem: Labels don't line up with sheet

• Go to Settings → Label Printing Adjustments
• Try "Tight" or "Spaced" presets first
• Test on regular paper before wasting label sheets
• Ensure printer settings: "Actual Size", no scaling

Problem: Labels are cut off

• Check printer margins in print dialog
• Some printers can't print to edge - labels may need adjustment
• Try adjusting Top/Left margins in Settings

QR Codes Not Scanning

Problem: Scanner doesn't read QR codes

• Ensure scanner is in "keyboard mode" (check scanner manual)
• Test scanner in a text editor - should type characters
• Try manual entry using ticket code or number
• Check "Include QR Codes" is enabled in Settings

Problem: QR code scans but check-in fails

• Verify ticket code matches format (e.g., "EVT-ABC123")
• Check ticket wasn't deleted
• Try entering ticket number instead of code

Performance

Problem: App is slow with many tickets

• Export old events to CSV and start new database for new events
• Use Event Filter to work with one event at a time
• Large imports (1000+) may take a few seconds

Development

Tech Stack

• Electron - Desktop application framework
• Node.js - JavaScript runtime
• Better-sqlite3 - Fast, embedded database
• PDFKit - PDF generation for tickets and labels
• HTML/CSS/JS - User interface (no frameworks)

Project Structure

event/
├── src/
│   ├── main/           # Main process (Node.js)
│   │   ├── main.js     # App entry point, IPC handlers
│   │   ├── database.js # SQLite database operations
│   │   └── pdf-generator.js # PDF rendering
│   ├── renderer/       # Renderer process (UI)
│   │   ├── index.html  # Main UI structure
│   │   ├── app.js      # Application logic
│   │   └── designer.js # Template designer (hidden feature)
│   └── preload/        # Preload scripts
│       └── preload.js  # IPC API exposure
├── public/
│   └── css/
│       └── styles.css  # Application styles
├── package.json
└── README.md

Building

Development:

npm start

Package for distribution:

npm run build

Creates installers in dist/ directory for current platform.

Package for all platforms (requires platform-specific setup):

npm run build:win   # Windows
npm run build:mac   # macOS
npm run build:linux # Linux

Database Schema

Tables:

• attendees - Participant information
• tickets - Ticket records (one per quantity)
• settings - Application settings (key-value)
• templates - Custom ticket/label templates (hidden feature)

Backward Compatible: Electron version uses same schema as original Python version.

Support

Created by Matthew Grilli Email: him@mattgrilli.com

License

All rights reserved.

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Built with ❤️ for PTAs and school organizations everywhere