docs(events): reorganize presentation and launcher documentation
Split the monolithic MODULE__AE_Events_PressMgmt_Launcher.md into focused, granular modules to improve maintainability and onsite utility. - Created MODULE__AE_Events_Presentation_Management.md (Back-office focus) - Created MODULE__AE_Events_Launcher.md (Podium display focus) - Created GUIDE__AE_Events_Onsite_Runbook.md (SRR and onsite workflows) - Promoted PROJECT__AE_Events_Launcher_Native_integration.md to MODULE__AE_Events_Launcher_Native.md (Permanent technical reference) - Renamed 'Press Mgmt' references to 'Presentation Management' for clarity. - Removed redundant README.md in launcher route. Co-Authored-By: Claude Sonnet 4.6 <noreply@anthropic.com>
This commit is contained in:
Scott Idem
85
documentation/GUIDE__AE_Events_Onsite_Runbook.md
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documentation/GUIDE__AE_Events_Onsite_Runbook.md
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# Guide — Aether Events: Onsite Runbook
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This guide covers the human-centric logistics and "In the Heat of the Moment" support for onsite event operations using Presentation Management and the Launcher.
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---
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## Speaker Ready Room (SRR)
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The SRR is the central hub for content management and presenter support.
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### SRR Practice Stations
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Stations mirror the session room setup exactly:
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- Same Mac laptop model and adapter/dongle configuration as the podiums.
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- Projector and screen (where possible).
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- Launcher running in **Native** mode — ensures verification matches the podium experience.
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### Staffing Roles
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| Role | Access Level | Typical Tasks |
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|---|---|---|
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| **OSIT Staff** | `trusted_access` | Manage devices, monitor via VNC, deep troubleshooting. |
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| **Client Staff** | `authenticated_access` | Upload files, view session lists, assist presenters. |
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| **Presenter** | `authenticated_access` | Self-upload via QR link (if enabled). |
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### SRR Workflow — Day-of-Show
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1. **Check-in:** Staff looks up the presenter's session in Presentation Management.
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2. **Upload:** File is uploaded to the presenter/session record.
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3. **Verification:** Staff opens the file on a practice station to confirm rendering.
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4. **Launcher Sync:** File propagates to the podium. Use **Force Sync Location** in the Launcher config if immediate full-room caching is needed.
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5. **Proceed:** Presenter walks to the room; the podium kiosk already has the file cached.
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---
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## Onsite Operation (Managing Parallel Rooms)
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### SRR Overview Page
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The Pres Mgmt overview (`/events/[id]/pres_mgmt`) is the "Command Center":
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- Monitor file status per session.
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- Filter by location and time block to stay ahead of active sessions.
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### Per-Room Monitoring
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- Use **VNC or RustDesk** to monitor all podium screens in real time from the SRR.
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- Confirm "Native Sync" status chip in the bottom-left of the Launcher is green/idle before sessions start.
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### Session Transitions
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- **Timing:** Ideally, sessions show/hide based on `datetime_start`.
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- **Manual Control:** In looser schedules, use Launcher controls to manually select the current session.
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---
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## Pre-Show Checklist
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### 1–2 Weeks Before
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- [ ] Event created with correct dates and timezone.
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- [ ] `mod_pres_mgmt_json` configured for client needs.
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- [ ] Locations (rooms) created and named.
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- [ ] Sessions created, assigned to locations, and timed.
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- [ ] Launcher devices (`event_device`) registered with correct codes.
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- [ ] Device-to-location assignments confirmed.
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### Day Before (SRR Setup)
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- [ ] Mac laptops at podiums booted; Electron app running.
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- [ ] Each podium confirms it loaded the correct room's Launcher.
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- [ ] SRR practice stations confirmed (matching hardware).
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- [ ] Run **Force Sync Location** on all podiums to pre-cache all day-1 content.
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- [ ] VNC/RustDesk connections established to all podiums.
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### Day of Show
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- [ ] Confirm all session times are accurate before the first block.
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- [ ] Monitor SRR queue and verify every file on a practice station.
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- [ ] Check VNC wall to ensure all podiums are online and synced.
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---
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## Troubleshooting
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| Symptom | Cause | Fix |
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|---|---|---|
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| Session not in Launcher | Datetime wrong or Location unassigned. | Verify session metadata in Pres Mgmt. |
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| File uploaded but missing | Polling lag or attached at wrong level. | Wait 30s; check if file is at Session vs Presenter level. |
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| File opens slowly | Not in native cache yet. | Check "Native Sync" chip; use Force Sync in config. |
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| File won't open | Corrupt upload or missing Mac codec. | Test on SRR station; convert or re-upload. |
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| Drifted schedule | Room timing shifted. | Use Launcher controls to manually select the active session. |
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| `lock_config` resets changes | Remote config is forced. | Edit the master `mod_pres_mgmt_json` in Event Settings. |
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| Move laptop to new room | Hardware reassignment. | Update `location_id` in `event_device` record; restart Electron. |
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documentation/MODULE__AE_Events_Launcher.md
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documentation/MODULE__AE_Events_Launcher.md
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# Aether Events — Launcher (Podium Display)
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The Launcher module provides the podium display interface that runs on each session room's kiosk machine. It is designed to work in standard browsers but is optimized for the **Aether Desktop (Electron)** native shell.
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---
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## Operational Modes
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| Mode | Use Case | File Handling |
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|---|---|---|
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| **Default** | Browser on any machine | Files downloaded on demand via browser. |
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| **Onsite** | Browser on event network | Faster polling; browser-managed files. |
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| **Native** | Electron app on podium Mac | Background pre-cache; atomic file handover. |
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For production onsite use, **Native mode on Mac laptops** is the target. The Electron
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app pre-caches all session files in the background so presentations open instantly without
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a network round-trip at the moment of launch.
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---
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## Launcher Display Views
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| View | Shown When |
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|---|---|
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| **Session view** | Active session with session-level files. |
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| **Presentation view** | Active session with named presentations. |
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| **Presenter view** | Presentation selected; shows presenter bio/photo. |
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| **Poster/group view** | Special layout for poster sessions. |
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| **Screensaver** | No active session; idle state. |
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---
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## Sync Engine & File Handling
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### Background Sync (File Warming)
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When a user navigates to a session in the Launcher UI, the background engine automatically warms the cache for that specific session by downloading all associated files.
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### Force Sync Location
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To ensure full room readiness (e.g., during SRR setup or overnight), operators can trigger a **Force Sync Location** via the configuration menu. This performs a recursive fetch of all sessions, presentations, and presenters for the room and queues every file for the day for download.
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### Download Priority & Room Readiness
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To ensure the podium is ready for the day's first sessions, the Launcher sync engine uses a 4-tier chronological sorting priority:
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1. **Global Assets:** Event and Location level files (branding, walk-in slides) are cached first.
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2. **Session Schedule:** Files for the earliest sessions in the room are prioritized.
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3. **Presentation Order:** Within a session block, speakers are prioritized by their scheduled start time.
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4. **First-In Fairness:** When times are equal, older uploads are prioritized over late revisions (respecting on-time presenters).
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### Native File Opening (Safe Handover)
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1. Verify SHA-256 hash in permanent cache.
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2. Atomic copy to system `[tmp]` directory.
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3. Rename to original filename (e.g., `Abstract_101.pptx`).
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4. OS opens the file via a **Launch Profile** (AppleScript or Shell command).
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---
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## Device & Native Integration
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Each Launcher kiosk is registered as an `event_device` record in Aether. The technical specifications for the Electron bridge, hashed cache protocol, and hardware actuators are documented in:
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👉 **[MODULE__AE_Events_Launcher_Native.md](./MODULE__AE_Events_Launcher_Native.md)**
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---
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## Route Map (Display)
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| URL | Purpose |
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|---|---|
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| `/events/[id]/launcher` | Launcher home — select location |
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| `/events/[id]/launcher/[location_id]` | Launcher display for a specific room |
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---
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## Access Levels
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| Feature | Minimum Access |
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|---|---|
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| View Launcher display | `authenticated_access` |
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| Manual session selection | `trusted_access` |
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| Advanced Config / Sync Control | `trusted_access` (via Configuration Drawer) |
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# Aether Events Launcher: Native Electron Integration
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# Aether Events — Launcher: Native Integration
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> **Status:** Operational / Phase 5 Implementation
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> **Status:** Operational / Permanent Reference
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> **Last Updated:** 2026-05-11
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> **Last Updated:** 2026-05-21 (Reorganized)
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> **Primary Platform:** macOS (Darwin)
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> **Primary Platform:** macOS (Darwin)
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> **Fallback Platform:** Linux / Windows
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> **Fallback Platform:** Linux / Windows
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documentation/MODULE__AE_Events_Presentation_Management.md
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documentation/MODULE__AE_Events_Presentation_Management.md
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# Aether Events — Presentation Management
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The Presentation Management module handles the full lifecycle of conference content: sessions, presentations, presenters, presentation files, and room/location assignments. It serves as the "Back Office" interface for event staff.
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---
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## Data Model
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### Object Hierarchy
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```text
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Event
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├── Event File (walk-in/out, hold slides for the whole event)
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├── Location (physical room — assigned to Sessions, not the other way around)
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├── Track (optional grouping; rarely used)
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└── Session (time block; Location assigned here, but may be unset initially)
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├── Session File (moderator slides, group/hold slides for this session)
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└── Presentation (a talk within the session; must belong to exactly one Session)
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└── Presenter (belongs to exactly one Presentation)
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└── Presenter File (their slides/materials — the common case)
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```
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> **Import note:** When program data is initially imported (sessions, presentations,
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> presenters), Locations are often not assigned to Sessions yet — rooms may not be
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> finalized or the venue's room list may not be set up in Aether. Location assignment
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> typically happens as a separate step once the room list is confirmed.
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### Relationships
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- **Session → Location:** Many-to-one. A Session is assigned to one Location; a Location
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hosts many Sessions across the event timeline. Location may be null initially.
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- **Presentation → Session:** Many-to-one. A Presentation belongs to exactly one Session.
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A Session can have many Presentations (or none, for session-only setups).
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- **Presenter → Presentation:** Many-to-one. A Presenter belongs to exactly one Presentation.
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Optionally linked to an `event_person_id` for cross-referencing the person record.
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- **Event File:** Can be attached at any level — Presenter, Presentation, Session,
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Location, or Event. See the File Attachment Levels table.
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### File Attachment Levels
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Files (`event_file`) can be attached at five levels:
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| Level | When Used | Typical Content |
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|---|---|---|
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| **Presenter** | 99% of the time for individual speakers | Their PowerPoint/PDF/video |
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| **Session** | Moderator slides; group/hold content for a specific session | "Session 3 — Group Discussion.pptx" |
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| **Location** | Walk-in/out or hold slides for a room across all sessions | Looped PPTX playing between sessions |
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| **Event** | Walk-in/out or hold slides used everywhere | Looped PPTX; branding overlay |
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| **Presentation** | File attached to the presentation record itself (less common) | Varies |
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### Key Objects
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| Object | Table | Purpose |
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|---|---|---|
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| Session | `event_session` | Time block; Location and datetime range assigned here |
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| Location | `event_location` | Physical room |
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| Presentation | `event_presentation` | A talk within a session; belongs to exactly one Session |
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| Presenter | `event_presenter` | Person linked to exactly one Presentation |
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| Event Person | `event_person` | Person record within the event context |
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| Event File | `event_file` | Uploaded file; attached at Presenter, Presentation, Session, Location, or Event level |
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---
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## Client Setup Variation
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There are no rigid "modes" — events are configured with as much or as little structure
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as needed. The platform handles the full range:
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**Minimal setup (BGH):**
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Sessions have room and time info. No Presentations or Presenters defined.
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Staff upload files directly at the session or location level onsite.
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**Mid-range setup:**
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Sessions defined with named Presentations. Presenters may or may not be tracked.
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Mix of pre-uploaded and onsite files. QR codes may be used for quick session/presenter lookup.
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**Full setup (LCI):**
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Sessions, Presentations, Presenters all defined and managed. External ID labeling
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(e.g., "LCI Member ID"). Agreement tracking for presenters. Files managed per-presenter.
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The config that drives this is `event.mod_pres_mgmt_json` — see the Configuration section.
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---
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## Configuration — `mod_pres_mgmt_json`
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The event's Presentation Management behavior is controlled by `event.mod_pres_mgmt_json`.
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### Convention
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| Prefix | Default state | Meaning |
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|---|---|---|
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| `hide__` | `false` = visible | Feature is ON by default; set `true` to suppress |
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| `show__` | `false` = hidden | Feature is OFF by default; set `true` to enable |
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### Common Config Keys
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| Key | Default | Notes |
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|---|---|---|
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| `lock_config` | `false` | `true` = force remote→local sync; prevents user overrides of local config |
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| `hide__session_code` | `false` | Hide session code column/field |
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| `hide__session_description` | `false` | Hide session description field |
|
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| `hide__session_location` | `false` | Hide location field on session view |
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||||||
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| `hide__session_datetime` | `false` | Hide datetime fields |
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| `hide__presentation_code` | `false` | Hide presentation code |
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||||||
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| `hide__presenter_code` | `false` | Hide presenter code |
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||||||
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| `hide__location_code` | `false` | Hide location code |
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| `show__launcher_link` | `false` | Show direct Launcher link in session view |
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||||||
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| `show__session_qr` | `false` | Show QR code for session (SRR lookup) |
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||||||
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| `show__presenter_qr` | `false` | Show QR code for presenter (SRR lookup) |
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| `label__person_external_id` | `null` | Override label for external ID field (e.g., `"Member ID"`) |
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||||||
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| `label__session_poc_name` | `null` | Override label for session POC (e.g., `"Champion"`) |
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||||||
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| `file_purpose_option_kv` | `{}` | Key-value map of file purpose options (e.g., `{"ppt": "PowerPoint", "pdf": "PDF"}`) |
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||||||
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|
||||||
|
---
|
||||||
|
|
||||||
|
## Route Map (Administration)
|
||||||
|
|
||||||
|
| URL | Purpose |
|
||||||
|
|---|---|
|
||||||
|
| `/events/[id]/pres_mgmt` | Overview — sessions list, search, filter by location |
|
||||||
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| `/events/[id]/pres_mgmt/config` | Config editor (admin only) |
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||||||
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| `/events/[id]/session/[session_id]` | Session detail — files, presentations, timing, alert |
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||||||
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| `/events/[id]/presenter/[presenter_id]` | Presenter detail — bio, files, agreement, alert |
|
||||||
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| `/events/[id]/location/[location_id]` | Location detail — session schedule for this room, alert |
|
||||||
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| `/events/[id]/locations` | All locations list |
|
||||||
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| `/events/[id]/reports` | Reports — sessions, presenters, files |
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||||||
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||||||
|
---
|
||||||
|
|
||||||
|
## Access Levels
|
||||||
|
|
||||||
|
| Feature | Minimum Access |
|
||||||
|
|---|---|
|
||||||
|
| View pres_mgmt overview | `authenticated_access` |
|
||||||
|
| Upload files | `authenticated_access` |
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||||||
|
| Edit sessions / presentations | `trusted_access` |
|
||||||
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| Edit config | `administrator_access` + `edit_mode` |
|
||||||
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| Device management | `administrator_access` |
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||||||
@@ -1,508 +0,0 @@
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|||||||
# Aether Events — Presentation Management & Launcher
|
|
||||||
|
|
||||||
Notes on setup, workflow, configuration, and onsite operation for the Events Presentation
|
|
||||||
Management module and the companion Launcher (podium display) system.
|
|
||||||
|
|
||||||
---
|
|
||||||
|
|
||||||
## Overview
|
|
||||||
|
|
||||||
The Presentation Management (Pres Mgmt) module handles the full lifecycle of conference
|
|
||||||
content: sessions, presentations, presenters, presentation files, and room/location
|
|
||||||
assignments. The Launcher module provides the podium display interface that runs on each
|
|
||||||
session room's kiosk machine.
|
|
||||||
|
|
||||||
These two modules are deployed together — Pres Mgmt is the back office, Launcher is the
|
|
||||||
front-of-house display. Every client show is at least slightly customized. Some clients
|
|
||||||
have extensive presenter/presentation data; others just have sessions and files. The
|
|
||||||
platform is flexible enough to handle the full range.
|
|
||||||
|
|
||||||
**Reference clients (current/repeat):**
|
|
||||||
- **BGH** (Business Group on Health) — most basic setup; session-only, no named Presenters
|
|
||||||
- **LCI** (Lean Construction Institute) — most complex current setup
|
|
||||||
- **AAPOR**, **ASCM**, **CMSC** — other active/repeat clients
|
|
||||||
|
|
||||||
**Module paths:**
|
|
||||||
- Pres Mgmt: `/events/[event_id]/pres_mgmt`
|
|
||||||
- Launcher: `/events/[event_id]/launcher`
|
|
||||||
|
|
||||||
**Key source directories:**
|
|
||||||
- `src/routes/events/[event_id]/(pres_mgmt)/`
|
|
||||||
- `src/routes/events/[event_id]/(launcher)/`
|
|
||||||
- `src/lib/ae_events/` — data types and API functions for all event objects
|
|
||||||
|
|
||||||
---
|
|
||||||
|
|
||||||
## Data Model
|
|
||||||
|
|
||||||
### Object Hierarchy
|
|
||||||
|
|
||||||
```text
|
|
||||||
Event
|
|
||||||
├── Event File (walk-in/out, hold slides for the whole event)
|
|
||||||
├── Location (physical room — assigned to Sessions, not the other way around)
|
|
||||||
├── Track (optional grouping; rarely used — see note below)
|
|
||||||
└── Session (time block; Location assigned here, but may be unset initially)
|
|
||||||
├── Session File (moderator slides, group/hold slides for this session)
|
|
||||||
└── Presentation (a talk within the session; must belong to exactly one Session)
|
|
||||||
└── Presenter (belongs to exactly one Presentation)
|
|
||||||
└── Presenter File (their slides/materials — the common case)
|
|
||||||
```
|
|
||||||
|
|
||||||
> **Import note:** When program data is initially imported (sessions, presentations,
|
|
||||||
> presenters), Locations are often not assigned to Sessions yet — rooms may not be
|
|
||||||
> finalized or the venue's room list may not be set up in Aether. Location assignment
|
|
||||||
> typically happens as a separate step once the room list is confirmed.
|
|
||||||
|
|
||||||
### Relationships
|
|
||||||
|
|
||||||
- **Session → Location:** Many-to-one. A Session is assigned to one Location; a Location
|
|
||||||
hosts many Sessions across the event timeline. Location may be null initially.
|
|
||||||
- **Presentation → Session:** Many-to-one. A Presentation belongs to exactly one Session.
|
|
||||||
A Session can have many Presentations (or none, for session-only setups).
|
|
||||||
- **Presenter → Presentation:** Many-to-one. A Presenter belongs to exactly one Presentation.
|
|
||||||
Optionally linked to an `event_person_id` for cross-referencing the person record.
|
|
||||||
- **Event File:** Can be attached at any level — Presenter, Presentation, Session,
|
|
||||||
Location, or Event. See the File Attachment Levels table.
|
|
||||||
|
|
||||||
### File Attachment Levels
|
|
||||||
|
|
||||||
Files (`event_file`) can be attached at five levels:
|
|
||||||
|
|
||||||
| Level | When Used | Typical Content |
|
|
||||||
|---|---|---|
|
|
||||||
| **Presenter** | 99% of the time for individual speakers | Their PowerPoint/PDF/video |
|
|
||||||
| **Session** | Moderator slides; group/hold content for a specific session | "Session 3 — Group Discussion.pptx" |
|
|
||||||
| **Location** | Walk-in/out or hold slides for a room across all sessions | Looped PPTX playing between sessions |
|
|
||||||
| **Event** | Walk-in/out or hold slides used everywhere | Looped PPTX; branding overlay |
|
|
||||||
| **Presentation** | File attached to the presentation record itself (less common) | Varies |
|
|
||||||
|
|
||||||
### Key Objects
|
|
||||||
|
|
||||||
| Object | Table | Purpose |
|
|
||||||
|---|---|---|
|
|
||||||
| Session | `event_session` | Time block; Location and datetime range assigned here |
|
|
||||||
| Location | `event_location` | Physical room; the Launcher's primary unit of display |
|
|
||||||
| Presentation | `event_presentation` | A talk within a session; belongs to exactly one Session |
|
|
||||||
| Presenter | `event_presenter` | Person linked to exactly one Presentation; optionally linked to `event_person` |
|
|
||||||
| Event Person | `event_person` | Person record within the event context |
|
|
||||||
| Event File | `event_file` | Uploaded file; attached at Presenter, Presentation, Session, Location, or Event level |
|
|
||||||
| Event Device | `event_device` | Registered Launcher kiosk (Electron native instance) |
|
|
||||||
| Event Track | `event_track` | Optional content grouping (see note below) |
|
|
||||||
|
|
||||||
### Event Tracks
|
|
||||||
|
|
||||||
The API supports Event Tracks — an optional grouping layer above Sessions. Used twice
|
|
||||||
historically; could have been omitted both times. Tracks may become genuinely useful for
|
|
||||||
larger events running many parallel Locations where thematic grouping helps navigation.
|
|
||||||
Not in active use currently and not wired into the standard Pres Mgmt UI workflow.
|
|
||||||
|
|
||||||
### Session → Location
|
|
||||||
|
|
||||||
The Launcher's primary display unit is the Location. It shows the active Session for that
|
|
||||||
Location based on `datetime_start` / `datetime_end` or manual selection. A Location hosts
|
|
||||||
many Sessions over the event's run; typically only one is active at a time.
|
|
||||||
|
|
||||||
---
|
|
||||||
|
|
||||||
## Client Setup Variation
|
|
||||||
|
|
||||||
There are no rigid "modes" — events are configured with as much or as little structure
|
|
||||||
as needed. The platform handles the full range:
|
|
||||||
|
|
||||||
**Minimal setup (BGH):**
|
|
||||||
Sessions have room and time info. No Presentations or Presenters defined.
|
|
||||||
Staff upload files directly at the session or location level onsite.
|
|
||||||
|
|
||||||
**Mid-range setup:**
|
|
||||||
Sessions defined with named Presentations. Presenters may or may not be tracked.
|
|
||||||
Mix of pre-uploaded and onsite files. QR codes may be used for quick session/presenter lookup.
|
|
||||||
|
|
||||||
**Full setup (LCI):**
|
|
||||||
Sessions, Presentations, Presenters all defined and managed. External ID labeling
|
|
||||||
(e.g., "LCI Member ID"). Agreement tracking for presenters. Files managed per-presenter.
|
|
||||||
Launcher linked from Pres Mgmt views.
|
|
||||||
|
|
||||||
The config that drives this is `event.mod_pres_mgmt_json` — see the Configuration section.
|
|
||||||
|
|
||||||
---
|
|
||||||
|
|
||||||
## Speaker Ready Room (SRR)
|
|
||||||
|
|
||||||
The Speaker Ready Room is a dedicated space where presenters check in and staff manage
|
|
||||||
content before it goes live in the session rooms. Setup varies by client:
|
|
||||||
|
|
||||||
- **Small/private:** Only a few client staff and OSIT. Not open to presenters at large.
|
|
||||||
- **Open SRR:** Open to all presenters as long as sessions are running. People come and go
|
|
||||||
all day — reviewing silently, editing with a group, practicing at a station.
|
|
||||||
|
|
||||||
### SRR Practice Stations
|
|
||||||
|
|
||||||
Stations mirror the session room setup exactly:
|
|
||||||
- Same Mac laptop model and adapter/dongle configuration as the podiums
|
|
||||||
- Projector and screen (same as session rooms where possible)
|
|
||||||
- Launcher running in Native (Electron) mode — cached files open immediately
|
|
||||||
- Full dry-run capability: load their file, start the deck, confirm everything works
|
|
||||||
|
|
||||||
### Remote Monitoring
|
|
||||||
|
|
||||||
SRR staff typically monitor the session room Launchers in real time via **VNC or RustDesk**.
|
|
||||||
This lets one person watch multiple podium displays simultaneously without being in each room.
|
|
||||||
|
|
||||||
### QR Codes (Session and Presenter)
|
|
||||||
|
|
||||||
QR codes are available for Sessions and Presenters and have been useful onsite for quick
|
|
||||||
lookups — scanning a code takes staff directly to the session or presenter record.
|
|
||||||
Whether to enable this depends on the SRR flow for each show. It gets toggled on or off
|
|
||||||
per event via config.
|
|
||||||
|
|
||||||
### SRR Staffing Roles
|
|
||||||
|
|
||||||
| Role | Access Level | Typical Tasks |
|
|
||||||
|---|---|---|
|
|
||||||
| OSIT Staff | `trusted_access` or higher | Upload files, edit sessions/presentations, manage devices, monitor via VNC |
|
|
||||||
| Client Staff | `authenticated_access` | Upload files, view session list |
|
|
||||||
| Presenter (self-service) | `authenticated_access` (if enabled) | Upload their own files via QR link |
|
|
||||||
|
|
||||||
### SRR Workflow — Day-of-Show
|
|
||||||
|
|
||||||
1. **Presenter checks in** — staff looks up their session(s) in Pres Mgmt
|
|
||||||
2. **File upload** — staff or presenter uploads file to the correct presenter/session record
|
|
||||||
3. **File verification** — staff opens the file on a practice station to confirm it renders
|
|
||||||
4. **Launcher Sync** — file appears in the Launcher within the next polling cycle. Staff can use the **Force Sync Location** button in the Launcher config to immediately queue all files for the room's schedule.
|
|
||||||
5. **Presenter proceeds to room** — podium kiosk already has the file cached.
|
|
||||||
|
|
||||||
---
|
|
||||||
|
|
||||||
## File Upload Workflows
|
|
||||||
|
|
||||||
### Pre-Show (Remote / Staff Ahead of Time)
|
|
||||||
|
|
||||||
Files can be uploaded anytime before the event via the Pres Mgmt web UI:
|
|
||||||
1. Navigate to the presenter, session, or appropriate level
|
|
||||||
2. Use the file upload panel (drag & drop or browse)
|
|
||||||
3. File is stored server-side and immediately available to the Launcher
|
|
||||||
|
|
||||||
Some clients enable presenter self-upload via a direct link (requires `authenticated_access`).
|
|
||||||
Controlled per-event via config.
|
|
||||||
|
|
||||||
### Day Before — SRR Setup
|
|
||||||
|
|
||||||
For higher-volume shows, the SRR opens the day before the event:
|
|
||||||
- Pre-uploaded files are already loaded and can be verified
|
|
||||||
- Early-arriving presenters check in; staff upload their files
|
|
||||||
- Electron Launcher instances on podium Macs begin pre-caching files overnight
|
|
||||||
- Problems (corrupt files, wrong format, wrong codec) surface with time to fix them
|
|
||||||
|
|
||||||
### Live Onsite Upload
|
|
||||||
|
|
||||||
For late arrivals and last-minute changes:
|
|
||||||
1. Presenter arrives at SRR (or sends file via USB/email to staff)
|
|
||||||
2. Staff uploads via Pres Mgmt web UI
|
|
||||||
3. File propagates to Launcher within one polling cycle (~30 seconds on fast networks)
|
|
||||||
4. VNC or RustDesk confirms the podium received the file before the presenter walks in
|
|
||||||
|
|
||||||
---
|
|
||||||
|
|
||||||
## Onsite Operation — Managing 4–12 Parallel Rooms
|
|
||||||
|
|
||||||
### Overview Page
|
|
||||||
|
|
||||||
The Pres Mgmt overview (`/events/[event_id]/pres_mgmt`) shows:
|
|
||||||
- All sessions, filterable by location and time
|
|
||||||
- File status per session
|
|
||||||
- Quick links to each session's file management
|
|
||||||
|
|
||||||
For events with multiple parallel rooms, filtering by location and time block is essential
|
|
||||||
for SRR staff staying on top of what's active right now.
|
|
||||||
|
|
||||||
### Per-Room Workflow
|
|
||||||
|
|
||||||
Each room/location has its own Launcher display:
|
|
||||||
- `/events/[event_id]/launcher` → select location → Launcher for that room
|
|
||||||
- The Launcher shows the active session based on the current time or manual selection
|
|
||||||
- VNC/RustDesk gives SRR staff a real-time view of all podiums simultaneously
|
|
||||||
|
|
||||||
### Session Display Timing
|
|
||||||
|
|
||||||
Ideally, sessions would automatically show and hide based on `datetime_start` /
|
|
||||||
`datetime_end` — appearing a configurable number of minutes before the session starts
|
|
||||||
and disappearing after it ends. This is a planned/desired behavior. In practice:
|
|
||||||
|
|
||||||
- Some clients run tight schedules and could rely on time-based transitions
|
|
||||||
- Others drift significantly from the published schedule; time-based auto-advance
|
|
||||||
would cause more problems than it solves
|
|
||||||
- Currently, session transitions can be managed manually via Launcher controls
|
|
||||||
|
|
||||||
> **TODO (future):** Configurable `show_before_minutes` / `hide_after_minutes` per event
|
|
||||||
> so well-run shows can automate transitions while looser shows stay manual.
|
|
||||||
|
|
||||||
### Device (Laptop) Assignment
|
|
||||||
|
|
||||||
Each Launcher kiosk Mac is registered as an `event_device` and typically assigned to one
|
|
||||||
Location for the duration of the event. However, laptops do get moved:
|
|
||||||
- Venues add or lose rooms as spaces are reconfigured
|
|
||||||
- A session room may open for one day only
|
|
||||||
- Devices can be reassigned to a different Location in the `event_device` record as needed
|
|
||||||
|
|
||||||
The Electron app reads its location assignment from the API at startup, so reassigning a
|
|
||||||
device takes effect on the next launch (or app restart).
|
|
||||||
|
|
||||||
---
|
|
||||||
|
|
||||||
## Alert Fields
|
|
||||||
|
|
||||||
Sessions, Presenters, and Locations each have alert fields that can display a visible
|
|
||||||
notice in the Pres Mgmt UI and/or the Launcher.
|
|
||||||
|
|
||||||
Useful for:
|
|
||||||
- "Presenter requested no recording"
|
|
||||||
- "Room change — moved to Hall B"
|
|
||||||
- "File not received — follow up"
|
|
||||||
- "AV note: needs confidence monitor"
|
|
||||||
|
|
||||||
> **Status:** Alert fields exist but the implementation and display behavior needs review
|
|
||||||
> and cleanup. Not a blocking issue for BGH next week — revisit for a future show.
|
|
||||||
|
|
||||||
---
|
|
||||||
|
|
||||||
## Launcher Module
|
|
||||||
|
|
||||||
### Operational Modes
|
|
||||||
|
|
||||||
| Mode | Use Case | File Handling |
|
|
||||||
|---|---|---|
|
|
||||||
| **Default** | Browser on any machine | Files downloaded on demand |
|
|
||||||
| **Onsite** | Browser on event network | Faster polling; browser-managed files |
|
|
||||||
| **Native** | Electron app on dedicated podium Mac | Background pre-cache; atomic file handover |
|
|
||||||
|
|
||||||
For production onsite use, **Native mode on Mac laptops** is the target. The Electron
|
|
||||||
app pre-caches all session files in the background so presentations open instantly without
|
|
||||||
a network round-trip at the moment of launch.
|
|
||||||
|
|
||||||
### Download Priority & Room Readiness
|
|
||||||
|
|
||||||
To ensure the podium is ready for the day's first sessions, the Launcher sync engine uses a
|
|
||||||
4-tier chronological sorting priority:
|
|
||||||
|
|
||||||
1. **Global Assets:** Event and Location level files (branding, walk-in slides) are cached first.
|
|
||||||
2. **Session Schedule:** Files for the earliest sessions in the room are prioritized.
|
|
||||||
3. **Presentation Order:** Within a session block, speakers are prioritized by their scheduled start time.
|
|
||||||
4. **First-In Fairness:** When times are equal, older uploads are prioritized over late revisions.
|
|
||||||
|
|
||||||
Operators can manually trigger a full pre-sync of all location materials via the **Force Sync Location** button in the Launcher configuration (Sync Engine section).
|
|
||||||
|
|
||||||
### Native Mode — Electron App
|
|
||||||
|
|
||||||
- **Repo:** `~/OSIT_dev/aether_app_native_electron/`
|
|
||||||
- **Platform:** macOS (primary); Linux/Windows as fallback
|
|
||||||
- **Seed config:** `seed.json` (Device ID + API key) — loaded at startup
|
|
||||||
- **File cache:** `~/Library/Caches/OSIT/file_cache/` (hashed by SHA-256)
|
|
||||||
- **Doc:** `documentation/PROJECT__AE_Events_Launcher_Native_integration.md`
|
|
||||||
|
|
||||||
The Electron app zero-configs itself:
|
|
||||||
1. Reads `seed.json` → gets device code
|
|
||||||
2. Calls Aether API → pulls device config and location assignment
|
|
||||||
3. Navigates directly to the Launcher for that location
|
|
||||||
4. Begins pre-caching session files in the background
|
|
||||||
|
|
||||||
### Launcher Display Views
|
|
||||||
|
|
||||||
| View | Shown When |
|
|
||||||
|---|---|
|
|
||||||
| Session view | Active session with session-level files |
|
|
||||||
| Presentation view | Active session with named presentations |
|
|
||||||
| Presenter view | Presentation selected; shows presenter bio/photo |
|
|
||||||
| Poster/group view | Special layout for poster sessions |
|
|
||||||
| Screensaver | No active session; idle state |
|
|
||||||
|
|
||||||
### File Opening (Native Mode) — Safe Handover
|
|
||||||
|
|
||||||
1. Verify SHA-256 hash in permanent cache
|
|
||||||
2. Atomic copy to system `[tmp]` directory
|
|
||||||
3. Rename to original filename (e.g., `Abstract_101.pptx`)
|
|
||||||
4. OS opens the file (Keynote, PowerPoint, Preview, etc.)
|
|
||||||
|
|
||||||
**Configurable launch behavior:** The file-open behavior is driven by a Launch Profile, not
|
|
||||||
just a command string. Profiles are stored per file extension in
|
|
||||||
`event_device.data_json.launch_profiles` (device-level config) or
|
|
||||||
`event.launcher.launch_profiles` (event-level fallback). The built-in Svelte defaults are the
|
|
||||||
final fallback and are documented below. A profile can choose the app, display mode, open
|
|
||||||
command, and post-open automation. The resolved native template uses `{{path}}` as the file
|
|
||||||
path placeholder; AppleScript or `shell:` prefixed commands are both supported. No Electron
|
|
||||||
rebuild is required to change how files open — edit config in Aether and it applies
|
|
||||||
immediately. See `PROJECT__AE_Events_Launcher_Native_integration.md` Section 8.
|
|
||||||
|
|
||||||
### Built-In Default Launch Profiles
|
|
||||||
|
|
||||||
These are the initial built-in defaults shipped with the Launcher. They are the Svelte-side
|
|
||||||
fallbacks used when neither device config nor event config defines a profile for the file
|
|
||||||
extension. Each canonical profile can have multiple extension aliases. `post_delay_ms` is part
|
|
||||||
of the profile object, so a device-specific `launch_profiles[profile].post_delay_ms` override can
|
|
||||||
tune it later without changing the profile table.
|
|
||||||
|
|
||||||
| Profile name | Extension aliases | Default app | Display mode | Post delay | Notes |
|
|
||||||
|---|---|---|---|---|---|
|
|
||||||
| `powerpoint_mac_extend` | `pptx`, `ppt` | Microsoft PowerPoint for macOS | `extend` | `1000ms` | Open in the presentation app and extend to an external display if one is present. |
|
|
||||||
| `keynote_mac_extend` | `key` | Keynote | `extend` | `1000ms` | Keynote slideshow on the external display if available. Post-script polls `count of documents > 0` before starting — handles slow file load on cold start. |
|
|
||||||
| `libreoffice_mac_extend` | `odp` | LibreOffice for macOS | `extend` | `1000ms` | LibreOffice Impress for OpenDocument presentations. |
|
|
||||||
| `acrobat_mac_mirror` | `pdf` | Adobe Acrobat for macOS | `mirror` | `1000ms` | PDF handout / deck view uses mirrored display. |
|
|
||||||
| `vlc_mirror` | `mp4`, `mkv`, `mp3`, `m4v`, `m4a`, `webm`, `wav`, `aac`, `flac`, `mov`, `mpeg`, `avi`, `flv`, `ogg`, `ogv`, `wmv` | VLC for macOS | `mirror` | `1000ms` | Media playback is mirrored so the room sees the same output as the operator. Uses `--no-play-and-exit` so playback ends on the last frame instead of closing video output. |
|
|
||||||
| `powerpoint_win_extend` | `pptxwin`, `pptwin` | PowerPoint for Windows (Parallels) | `extend` | `1500ms` | Windows PowerPoint profile for Parallels-based rooms. Higher base delay to account for Parallels VM startup latency. |
|
|
||||||
| `libreoffice_win_extend` | `odpwin` | LibreOffice for Windows | `extend` | `1500ms` | Windows LibreOffice profile for Parallels-based rooms. |
|
|
||||||
| `acrobat_win_mirror` | `pdfwin` | Adobe Acrobat for Windows (Parallels) | `mirror` | `1500ms` | Windows PDF profile for mirrored display rooms. |
|
|
||||||
| `url_web` | `url` | Browser / Event File web presentation | `extend` | `n/a` | Web-based presentations are handled as Event File URLs rather than cached local files. |
|
|
||||||
|
|
||||||
> **Post-open automation timing:** All profiles with a `post_script` use a polling loop rather than a fixed sleep — the AppleScript waits up to ~7.5 s for the target process to become frontmost before firing the automation keystroke. The `post_delay_ms` value is a minimum baseline before polling begins. Overridable per profile via `launch_profiles[profile].post_delay_ms` in `event_device.data_json`.
|
|
||||||
|
|
||||||
Versioning is handled automatically: when a presenter uploads an updated file, the new
|
|
||||||
hash is cached separately and the old one remains intact.
|
|
||||||
|
|
||||||
---
|
|
||||||
|
|
||||||
## Configuration — `mod_pres_mgmt_json`
|
|
||||||
|
|
||||||
The event's Pres Mgmt behavior is controlled by `event.mod_pres_mgmt_json`.
|
|
||||||
|
|
||||||
> **Note:** The config schema is being cleaned up — see
|
|
||||||
> `documentation/PROJECT__AE_Events_PressMgmt_Config_Cleanup.md` for the canonical
|
|
||||||
> `PressMgmtRemoteCfg` interface and naming conventions.
|
|
||||||
|
|
||||||
### Convention
|
|
||||||
|
|
||||||
| Prefix | Default state | Meaning |
|
|
||||||
|---|---|---|
|
|
||||||
| `hide__` | `false` = visible | Feature is ON by default; set `true` to suppress |
|
|
||||||
| `show__` | `false` = hidden | Feature is OFF by default; set `true` to enable |
|
|
||||||
|
|
||||||
### Common Config Keys
|
|
||||||
|
|
||||||
| Key | Default | Notes |
|
|
||||||
|---|---|---|
|
|
||||||
| `lock_config` | `false` | `true` = force remote→local sync; prevents user overrides of local config |
|
|
||||||
| `hide__session_code` | `false` | Hide session code column/field |
|
|
||||||
| `hide__session_description` | `false` | Hide session description field |
|
|
||||||
| `hide__session_location` | `false` | Hide location field on session view |
|
|
||||||
| `hide__session_datetime` | `false` | Hide datetime fields |
|
|
||||||
| `hide__presentation_code` | `false` | Hide presentation code |
|
|
||||||
| `hide__presenter_code` | `false` | Hide presenter code |
|
|
||||||
| `hide__location_code` | `false` | Hide location code |
|
|
||||||
| `show__launcher_link` | `false` | Show direct Launcher link in session view |
|
|
||||||
| `show__session_qr` | `false` | Show QR code for session (SRR lookup) |
|
|
||||||
| `show__presenter_qr` | `false` | Show QR code for presenter (SRR lookup) |
|
|
||||||
| `label__person_external_id` | `null` | Override label for external ID field (e.g., `"Member ID"`) |
|
|
||||||
| `label__session_poc_name` | `null` | Override label for session POC (e.g., `"Champion"`) |
|
|
||||||
| `file_purpose_option_kv` | `{}` | Key-value map of file purpose options (e.g., `{"ppt": "PowerPoint", "pdf": "PDF"}`) |
|
|
||||||
|
|
||||||
### Per-Show Config Examples
|
|
||||||
|
|
||||||
**BGH (session-only, minimal; no named Presentations or Presenters):**
|
|
||||||
```json
|
|
||||||
{
|
|
||||||
"lock_config": false,
|
|
||||||
"hide__presentation_code": true,
|
|
||||||
"hide__presenter_code": true
|
|
||||||
}
|
|
||||||
```
|
|
||||||
|
|
||||||
**LCI (full setup, member ID label, Launcher link enabled):**
|
|
||||||
```json
|
|
||||||
{
|
|
||||||
"lock_config": true,
|
|
||||||
"label__person_external_id": "LCI Member ID",
|
|
||||||
"show__launcher_link": true
|
|
||||||
}
|
|
||||||
```
|
|
||||||
|
|
||||||
> Admin must currently edit `mod_pres_mgmt_json` directly in the DB or via the event
|
|
||||||
> settings page. A proper Config UI is planned — see `PROJECT__AE_Events_PressMgmt_Config_Cleanup.md`.
|
|
||||||
|
|
||||||
---
|
|
||||||
|
|
||||||
## Route Map
|
|
||||||
|
|
||||||
| URL | Purpose |
|
|
||||||
|---|---|
|
|
||||||
| `/events/[id]/pres_mgmt` | Overview — sessions list, search, filter by location |
|
|
||||||
| `/events/[id]/pres_mgmt/config` | Config editor (admin only) |
|
|
||||||
| `/events/[id]/session/[session_id]` | Session detail — files, presentations, timing, alert |
|
|
||||||
| `/events/[id]/presenter/[presenter_id]` | Presenter detail — bio, files, agreement, alert |
|
|
||||||
| `/events/[id]/location/[location_id]` | Location detail — session schedule for this room, alert |
|
|
||||||
| `/events/[id]/locations` | All locations list |
|
|
||||||
| `/events/[id]/reports` | Reports — sessions, presenters, files |
|
|
||||||
| `/events/[id]/launcher` | Launcher home — select location |
|
|
||||||
| `/events/[id]/launcher/[location_id]` | Launcher display for a specific room |
|
|
||||||
|
|
||||||
---
|
|
||||||
|
|
||||||
## Device Management
|
|
||||||
|
|
||||||
Each Electron kiosk is registered as an `event_device` record:
|
|
||||||
- `code` — matches the device's `seed.json` code
|
|
||||||
- `name` — human-readable (e.g., "Ballroom A Podium")
|
|
||||||
- `data_json.location_id` — the `event_location_id` this device is assigned to
|
|
||||||
|
|
||||||
Devices can be managed in Pres Mgmt (`/events/[id]/device/device`). Location reassignment
|
|
||||||
takes effect on the next Electron app launch.
|
|
||||||
|
|
||||||
---
|
|
||||||
|
|
||||||
## Access Levels
|
|
||||||
|
|
||||||
| Feature | Minimum Access |
|
|
||||||
|---|---|
|
|
||||||
| View pres_mgmt overview | `authenticated_access` |
|
|
||||||
| Upload files | `authenticated_access` |
|
|
||||||
| Edit sessions / presentations | `trusted_access` |
|
|
||||||
| Edit config | `administrator_access` + `edit_mode` |
|
|
||||||
| View Launcher display | `authenticated_access` |
|
|
||||||
| Manual session selection in Launcher | `trusted_access` |
|
|
||||||
| Device management | `administrator_access` |
|
|
||||||
|
|
||||||
---
|
|
||||||
|
|
||||||
## Pre-Show Checklist
|
|
||||||
|
|
||||||
### 1–2 Weeks Before
|
|
||||||
|
|
||||||
- [ ] Event created in Aether with correct dates
|
|
||||||
- [ ] `mod_pres_mgmt_json` configured for this client's needs
|
|
||||||
- [ ] Locations (rooms) created and named
|
|
||||||
- [ ] Sessions created, assigned to locations, datetime ranges set
|
|
||||||
- [ ] If using Presentations/Presenters: records imported or entered
|
|
||||||
- [ ] File purpose options configured in `file_purpose_option_kv`
|
|
||||||
- [ ] Launcher devices registered (`event_device` records with correct codes)
|
|
||||||
- [ ] Device-to-location assignments confirmed
|
|
||||||
- [ ] Decide: QR codes for Sessions / Presenters needed? Enable/disable in config
|
|
||||||
|
|
||||||
### Day Before (SRR Setup)
|
|
||||||
|
|
||||||
- [ ] Mac laptops at podiums booted and Electron app running
|
|
||||||
- [ ] Each podium confirms it loaded the correct location's Launcher
|
|
||||||
- [ ] SRR practice stations confirmed — projector, same Mac/dongle setup as session rooms
|
|
||||||
- [ ] Pre-loaded files verified in Launcher (open at least one per room to test Safe Handover)
|
|
||||||
- [ ] SRR staff briefed on upload workflow and VNC/RustDesk monitoring setup
|
|
||||||
- [ ] VNC/RustDesk connections established to all podium displays
|
|
||||||
|
|
||||||
### Day of Show
|
|
||||||
|
|
||||||
- [ ] Confirm all session times in Aether are accurate before first session
|
|
||||||
- [ ] Monitor SRR queue — upload files as presenters check in
|
|
||||||
- [ ] Verify each file opens on a practice station before the presenter walks to their room
|
|
||||||
- [ ] Monitor podium displays via VNC/RustDesk — flag any stuck or offline devices
|
|
||||||
|
|
||||||
---
|
|
||||||
|
|
||||||
## Troubleshooting
|
|
||||||
|
|
||||||
| Symptom | Cause | Fix |
|
|
||||||
|---|---|---|
|
|
||||||
| Session not showing in Launcher | Session datetime wrong or location not assigned | Verify session location and datetime range |
|
|
||||||
| File uploaded but not in Launcher | Polling cycle lag; or file attached at wrong level | Wait one cycle; check that file is attached to session/location (not just a presenter record) if using session-only setup |
|
|
||||||
| Electron app shows wrong location | Device code mismatch or stale device config | Re-check `event_device` record; restart Electron app |
|
|
||||||
| File opens slowly at podium | Not in native cache yet | Check background sync in Launcher; pre-cache may not have completed |
|
|
||||||
| File won't open | Corrupt upload, wrong format, or missing codec on Mac | Test on SRR practice station; re-upload or convert |
|
|
||||||
| Session out of sync with schedule | Timing drifted; manual advance needed | Use Launcher controls to manually select the current session |
|
|
||||||
| Alert field not showing | Alert fields need implementation review | Known — lower priority than active operations |
|
|
||||||
| `lock_config: true` resets local changes | Expected behavior — remote config wins | Change the remote config in `mod_pres_mgmt_json` |
|
|
||||||
| Device needs to move to different room | Location reassigned mid-event | Update `data_json.location_id` on `event_device` record; restart Electron app on that machine |
|
|
||||||
@@ -1,9 +0,0 @@
|
|||||||
# Aether (AE) Event Launcher Module (v3)
|
|
||||||
|
|
||||||
This directory contains the files for the new Event Launcher module (v3). Detailed documentation to follow.
|
|
||||||
|
|
||||||
This should be able to run in 3 modes:
|
|
||||||
|
|
||||||
- Default - What most users will see for demo purposes
|
|
||||||
- Onsite - This is what is set onsite, usually just in the Speaker Ready Room
|
|
||||||
- Native App - This is for the native app version of Aether and used on the MacBook laptops in each of the session rooms
|
|
||||||
Reference in New Issue
Block a user