---
tags:
  - eventkit
---

# EventKit — System Overview

## Vision

EventKit is a **decentralised, [[04 - Federation Architecture|federated]]** [[01 - Inventory Management|inventory management]], [[02 - Planning Module|planning]], and [[03 - CRM Module|CRM]] platform purpose-built for the **event industry**. Each company hosts its own instance with full data sovereignty, while optional federation enables cross-company workflows like sub-hire tracking, equipment sharing, and inter-company asset visibility.

### Business Model

**Open core** — free self-hosted with community support, paid SaaS with premium features.

### MVP Scope

**Build order**: Inventory + Scanning → Planning → CRM → Federation

**Target sectors for MVP**:

- 🔊 Audio (PA systems, microphones, mixing desks)
- 💡 Lighting (moving heads, LED fixtures, dimmers)
- 🔩 Rigging (truss, motors, chains, shackles)
- ⚡ Power distribution (distros, cables, generators)

---

## Core Modules

| Module                    | Purpose              |                                                                                                         |
| ------------------------- | -------------------- | ------------------------------------------------------------------------------------------------------- |
| 01 - Inventory Management | Inventory Management | Track equipment assets, flight cases, consumables, warehouse locations, maintenance, and availability   |
| 02 - Planning Module      | Event Planning       | Manage events end-to-end — pull lists, crew scheduling, transport/logistics, timelines, and venue specs |
| 03 - CRM Module           | CRM                  | Client relationships, sales pipeline, quoting, invoicing, and communication tracking                    |

---

## Key Differentiators

### 1. Event-Industry Specialised

Not a generic inventory tool — built around the realities of event production:

- Equipment goes **out and comes back** (rental cycle, not linear supply chain)
- Assets live in **[[01 - Inventory Management#Cases & Packing|flight cases]]** and move between **warehouses and venues**
- Everything is driven by **[[02 - Planning Module|event dates and schedules]]**
- **[[01 - Inventory Management#Sub-hire Management|Sub-hire]]** between companies is a first-class workflow

### 2. Decentralised / Federated

- Every company runs their **own instance** with full control over their data
- Instances can **[[04 - Federation Architecture|federate]]** with trusted partners for cross-company workflows
- No central authority or vendor lock-in
- Equipment can be **[[04 - Federation Architecture#Global Asset Identity|tracked across company boundaries]]** via federation

### 3. Barcode / QR Code Scanning

- Every asset, case, and warehouse location gets a **[[05 - Barcode and QR Scanning#QR Code Design|scannable QR code]]**
- QR codes encode a **URL** — works with any phone camera or dedicated scanner
- Scanning powers [[05 - Barcode and QR Scanning#Scanning Workflows|workflows]]: check-out, check-in, stocktake, case packing, sub-hire receive/return

---

## System Architecture

```mermaid
graph TB
    subgraph "Single Instance"
        UI["Web UI / PWA"]
        Scanner["Scanner Module"]
        API["API Server"]
        Fed["Federation Service"]
        Worker["Background Workers"]
        MQ[("NATS / Redis")]
        DB[(Database)]
        Files[(File Storage)]

        UI --> API
        Scanner --> API
        API --> DB
        API --> Files
        API --> Fed
        API --> MQ
        MQ --> Worker
        Worker --> DB
    end

    Fed <-->|"Federation Protocol\n(mTLS + signed requests)"| ExtFed["Other Instances"]
```

---

## Module Interaction

```mermaid
graph LR
    CRM["CRM"] -->|"Client enquiry\n→ create event"| Planning["Planning"]
    Planning -->|"Reserve equipment\nfrom pull list"| Inventory["Inventory"]
    Planning -->|"Book crew &\narrange transport"| Resources["Crew & Transport"]
    Inventory -->|"Availability data &\npricing"| Planning
    Inventory -->|"Equipment costs"| CRM
    CRM -->|"Client & pricing"| Planning
    Planning -->|"Final costs & usage"| CRM
```

---

## Terminology

| Term                   | Definition                                                              |
| ---------------------- | ----------------------------------------------------------------------- |
| **Instance**           | A single company's deployment of EventKit                               |
| Federation             | The protocol enabling inter-instance communication                      |
| Asset                  | An individual, trackable piece of equipment (with serial number / UUID) |
| **Product / Model**    | A type of equipment — assets are instances of a product                 |
| **Case / Flight Case** | A container holding multiple assets, tracked as its own entity          |
| **Kit / Set**          | A logical grouping of equipment that typically deploys together         |
| Event                  | A job/gig — the core planning entity                                    |
| Pull List              | The equipment list required for a specific event                        |
| Sub-hire               | Borrowing or lending equipment between companies                        |
| Consumable             | Items that don't return (tape, batteries, haze fluid)                   |

---

## Related Documentation

- [[01 - Inventory Management]] — Equipment, cases, locations, maintenance
- [[02 - Planning Module]] — Events, crew, transport, scheduling
- [[03 - CRM Module]] — Clients, pipeline, quotes
- [[04 - Federation Architecture]] — Decentralised design & protocol
- [[05 - Barcode and QR Scanning]] — Scanning workflows & label design
- [[06 - Module Integration]] — Cross-module flows
- [[07 - Technical Requirements]] — Non-functional requirements
- [[08 - Open Questions]] — Remaining decisions