Admin User Guide

Concert Site Admin

This guide covers everything you need to manage the Rising with Melodies benefit concert — from reviewing registrations to generating and printing the concert program.

1. Accessing the Admin Panel

The admin panel is available at:

risingwithmelodies.org/admin.html

Logging In

Go to the admin URL above.

Enter your admin email and password.

Click Sign In. You will be taken to the Dashboard.

Tip: Admin users are managed in the Supabase Dashboard under Authentication → Users. Contact your system administrator to add or remove admin access.

2. Dashboard

The Dashboard gives you a live snapshot of the concert registration status.

Stat Card	What it shows
Total Registrations	All registrations submitted, regardless of status.
Confirmed	Registrations with confirmed payment.
Pending	Registrations awaiting payment verification (usually Zelle).
Cancelled	Registrations that were cancelled.
Confirmed Revenue	Total dollar amount from confirmed registrations.
Zelle (Unverified)	Dollar amount from pending Zelle registrations.

The Event Capacity bar shows how full each time slot is. The Recent Registrations list shows the 8 most recent entries.

3. Registrations

The Registrations tab is where you manage all concert sign-ups.

Viewing Registrations

Use the filters at the top to find specific registrations:

Search box — search by name or email.
Status filter — filter by All, Pending, Confirmed, or Cancelled.
Event filter — filter by event (if multiple events exist).

Click View on any row to see full registration details including performer names, pieces, and payment information.

Confirming & Cancelling Registrations

Zelle payments require manual confirmation after you verify receipt of payment.

Find the registration in the table (status will show Pending).

Click Confirm to mark it as confirmed, or click View → Mark Confirmed from the detail panel.

Status will update to Confirmed.

Note: Cancelling a registration cannot be easily undone. Use carefully.

Adding a Registration Manually

Use this when someone pays in person or over the phone.

Click the + Add Registration button.

Fill in contact details, time slot, payment information, and performer details.

Click Save Registration. It will appear in the table immediately.

Exporting to CSV

Click Export CSV to download a spreadsheet of all currently filtered registrations. The file includes performer names, instruments, pieces, payment method, and more.

4. Concert Program

Generate, reorder, and print the official concert program from confirmed registrations.

Generating the Program

Go to Concert Program in the sidebar.

Click Generate Program. Performers are grouped by time slot (11:00 AM and 12:00 PM).

The program appears on screen with performer name, instrument, and piece(s) for each entry.

Note: Cancelled registrations are excluded. Performers with two pieces are grouped under one entry.

Reordering Performers

Each performer row has ↑ and ↓ buttons to move them up or down within their time slot.

Once you are happy with the order, click 🔓 Unlocked to lock it. The button turns green (🔒 Locked) and the arrows disappear. The order is saved automatically — next time you generate the program, it will restore your last locked order.

Click 🔒 Locked again to unlock and make changes.

Printing the Program

Three print buttons appear after generating:

Button	What it prints
Print All	Both time slots in one document.
Print 11:00 AM	Only the 11:00 AM session.
Print 12:00 PM	Only the 12:00 PM session.

A print preview opens in a new tab with the Rising with Melodies logo, event details, and the performer list. Use your browser's print dialog to save as PDF or send to a printer.

Tip: The performance level (Beginner, Intermediate, Advanced) is shown on screen but does not appear in the printed version.

5. Events

Events control what appears on the public registration page — date, time slots, venue, pricing, and capacity.

Editing an Event

Go to Events in the sidebar.

Click Edit on the event card.

Update the fields and click Save Event.

Important: Only one event should be marked as Active at a time. The active event is what appears on the public concert registration page.

Registration Deadline

Set a Registration Deadline date to automatically close the registration form after that date. A "Registration Closed" message will appear to the public.

6. Email Campaigns

Send Mailchimp email campaigns to your audience directly from the admin panel.

Go to Email Campaigns in the sidebar.

Select a Base Campaign (a Mailchimp template you created).

Enter a Subject Line and optional preview text.

Select the Audience Segment to send to.

Click Send Now.

Warning: This sends a real email to your Mailchimp audience. Double-check the subject, content, and segment before clicking Send Now.

7. PayPal Sync

If a PayPal payment was completed but the registration still shows as Pending, use PayPal Sync to check and update the status.

Go to PayPal Sync in the sidebar.

The list shows all pending PayPal registrations.

Click Check on a specific row, or 🔄 Sync All to check all at once.

If PayPal shows the payment as COMPLETED, the registration is automatically updated to Confirmed.

8. Sandbox Mode

Sandbox mode allows you to test the registration process without processing real payments or sending real SMS notifications.

Mode	What it does
Sandbox Mode	PayPal is replaced with a "Simulate Payment" button. SMS notifications are disabled. A maintenance banner appears on the concert page.
Live Mode	Real PayPal payments are processed. SMS notifications are sent. Normal concert page is shown.

Switching Modes

Click the mode button in the top bar of the admin panel. When switching to Live Mode, a confirmation pop-up will appear — click OK to confirm.

Tip: After uploading new files to Porkbun, always press Cmd + Shift + R (Mac) or Ctrl + Shift + R (Windows) to hard refresh your browser and clear the cache.

9. Health Check

The Health Check verifies that all connected services are working correctly.

Go to Health Check in the sidebar.

Click Run Health Check.

Each service shows a green ✓ (passing) or red ✗ (failing) result.

Check	What it verifies
Supabase connection	Database is reachable.
Active event	An active event exists with correct pricing.
Slot capacity (11 AM / 12 PM)	Capacity tracking is working for each time slot.
Anon RLS policies	Public users can read event data.
Mailchimp Edge Function	Email integration is connected.
PayPal SDK	PayPal payment buttons are reachable.
SMS Edge Function	Twilio SMS notifications are configured.

10. Inventory

Track instruments, equipment, and other resources for each event.

Adding an Item

Go to Inventory in the sidebar.

Click + Add Item.

Enter the item name, category, event, total quantity, and reserved quantity.

Click Save Item.

The usage bar shows the percentage of inventory in use. Items nearing capacity are highlighted in orange or red.

11. Security

Changing Your Password

Go to Security in the sidebar.

Enter your new password and confirm it.

Click Update Password.

Adding Admin Users

Go to Admin Users in the sidebar for instructions on adding new admin accounts through the Supabase dashboard.

12. Tips & Reminders

After uploading files to Porkbun, always hard refresh with Cmd + Shift + R.
Always upload from the dist/ folder — never from the project root.
When uploading a new admin.html, always upload the corresponding admin-XXXXX.js file too.
Zelle payments require manual confirmation after verifying receipt.
Run the Health Check before and after any major update.
Always switch to Sandbox Mode before testing registrations.
Lock the concert program order before printing to prevent accidental changes.