Convert an application into an event
One button that creates the draft event, creates or reuses the host account, and grants the scoped role.
Owned by Venue Manager · 10 steps · about 12 minutes
Why this exists
Conversion is the seam between the application pipeline and the events engine, and it is deliberately a single button doing three things atomically: it creates a draft event seeded from the application, it creates or reuses the host's user account, and it grants that user the host role scoped to this one event. If any part fails, none of it happened.
The scoped grant is the piece worth understanding. Being a host is not a standing privilege on this platform — it is a grant attached to a specific event id, so a promoter with three nights across the year has three grants and can see precisely three events. There is no such thing as a promoter who can browse the venue's calendar.
The event lands as a draft on purpose. A draft is invisible to the public and never appears in the door's event picker, so conversion cannot accidentally put something on sale. Announcing it is a separate, admin-only transition — and in practice it is the contract seal that flips draft to announced, which is the platform's way of saying no night goes public before the paperwork is done.
Conversion is once and only once. A second attempt returns a conflict carrying the existing event id, and a unique index on the source application backstops the race. If the converted event is wrong, the answer is to fix the event, not to convert again.
Before you start
- A venue manager or admin session.
- An application in approved status that has not been converted. The seed ships Analog Sunrise, approved and unconverted, scored 77.
Practise with
| Persona | Password | Note | |
|---|---|---|---|
| venue_manager | manager@club.test | manager123 | shift lead: implies door_staff, plus intake, sales, guest list, marketing |
| host_promoter | host@club.test | host123 | owns the two seeded applications, Warehouse Frequencies and Analog Sunrise |
| admin | admin@club.test | admin123 | the only account that can touch money, identity and contracts |
Steps 1–6 — Venue Manager
their manual →-
1Filter the queue to approved applications and pick one that has no event against it yet.Expected result Approved applications, some already showing a converted event link.Watch out for An application already showing View event has been converted. Look for that link before you go looking for the convert button.
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2Open it and check the financials block one last time — the tier estimates are what the draft event's tiers will be seeded from.Expected result The tier estimate rows with names, prices and quantities.Watch out for A tier quantity mismatch flag on the scorecard means the tier quantities do not add up against the headcount. Converting anyway is legal, but you have just seeded an event with tiers somebody will have to fix.
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3Press Convert to Draft Event and confirm the prompt, which asks in plain words whether to create the draft event and grant the host role.Expected result A new draft event id; the page now offers a View event link.Watch out for 409 application_not_approved means you are trying to convert something still under review. 409 already_converted carries the existing event id in the message — read it rather than pressing again.
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4Follow the link into the new draft event and check what was copied: name, description, the slot times, the doors-open time, and the tiers.Expected result A draft event with tiers seeded from the application's estimates.Watch out for Draft events are invisible to the public and never appear in the guest-list door picker. If a promoter says they cannot see their event, this is almost always why.
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5Note that the application's status does not move. It stays approved; recording a deposit is what advances it to contract deposit, and that is the contract flow's job.Expected result Status still approved, with a converted event id stamped on it.Watch out for Do not force the status to make the board look tidy. The board is telling you the truth — an event exists, the deposit does not.
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6Understand what you have and have not just done. You created a draft and a scoped host. You did not set prices, open sales, or announce anything — all admin writes.Expected result A clean handover point to an admin.Watch out for Do not promise the promoter a public listing off the back of a conversion. The event goes public when the contract is sealed, not when you press this button.
Steps 7–8 — Host / Promoter
their manual →Receives the account and the scoped grant this button creates.
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7As the promoter, sign in — new hosts receive an email with a temporary password — and confirm the host grant on your account.Expected result A host grant scoped to that one event.Watch out for Scoped means scoped. You will not see the venue's other events anywhere, and that is not a bug in your account.
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8Open your event's dashboard and read the sales figures. What you can and cannot change is covered in the Host / Promoter manual.Expected result Your event, read-only, with its tiers and sales.Watch out for Nothing about the grant lets you edit tiers or prices. It grants visibility of your night, not control of the venue's inventory.
Steps 9–10 — Admin
their manual →Owns everything that happens to the draft event afterwards — tiers, prices and the transition to announced.
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9As an admin, finish the draft: check the tiers the conversion seeded, set real prices, map the zones, and set the release rules.Expected result An event ready to announce.Watch out for The seeded tiers are the promoter's estimates, not your pricing. Treat them as a starting draft, never as agreed numbers.
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10Check the host user the conversion created or reused, and their grants.Expected result The user with a host grant scoped to the event.Watch out for Conversion reuses an existing user when the email matches, so a returning promoter accumulates grants rather than accounts. Duplicate grants are an audited no-op, not an error.