Workshop Session
Data Entity
Description
A structured group guidance or career workshop session facilitated by a coordinator or peer mentor, supporting Blindeforbundet's karriereverksted programme. Sessions have a lifecycle from scheduled through active to completed and archived, with notes and to-do lists.
Data Structure
| Name | Type | Description | Constraints |
|---|---|---|---|
id |
uuid |
Primary key, auto-generated UUID for each workshop session | PKrequiredunique |
coordinator_id |
uuid |
Foreign key referencing the users table — the coordinator or peer mentor facilitating this session | required |
organization_id |
uuid |
Foreign key referencing the organizations table — scopes the session for RLS and Bufdir aggregate reporting | required |
title |
string |
Human-readable title of the workshop session, e.g. 'Karriereverksted dag 1 – Tromsø' | required |
description |
text |
Optional longer description of the session agenda, goals, or preparation notes | - |
session_type |
enum |
Classifies the type of workshop: career workshop (karriereverksted), group guidance session, mentorship session, or other | required |
status |
enum |
Lifecycle state of the session following the allowed transition sequence: scheduled → active → completed → archived | required |
location |
string |
Optional free-text location description (venue name, address, or 'Remote / Video') | - |
scheduled_at |
datetime |
Planned start date and time of the session in UTC. May be in the past for retrospectively created sessions | required |
started_at |
datetime |
Actual timestamp when the coordinator marked the session as active (started). Set on transition from scheduled to active | - |
completed_at |
datetime |
Timestamp when the session was marked as completed. Must be after started_at. Used for Bufdir reporting period aggregation | - |
archived_at |
datetime |
Timestamp when the session was archived. Archived sessions are read-only | - |
max_participants |
integer |
Optional cap on the number of participants that can be added to this session. Null means uncapped | - |
participant_count |
integer |
Denormalized count of registered participants (mirrors COUNT on workshop_participants). Updated by trigger or service layer on participant add/remove. Used for quick Bufdir reporting queries | required |
notes_count |
integer |
Denormalized count of note entries in workshop_notes for this session. Updated on note creation/deletion | required |
todo_items |
json |
Ordered list of follow-up to-do items stored inline as a JSON array. Each item: {id: uuid, title: string, completed: boolean, order: integer, created_at: ISO8601}. Managed by the To-Do List Widget without a separate table | - |
created_at |
datetime |
Timestamp of record creation in UTC, auto-set by Supabase | required |
updated_at |
datetime |
Timestamp of the most recent update in UTC, auto-updated by Supabase trigger on every row change | required |
Database Indexes
idx_workshop_sessions_coordinator_id
Columns: coordinator_id
idx_workshop_sessions_organization_id
Columns: organization_id
idx_workshop_sessions_status
Columns: status
idx_workshop_sessions_scheduled_at
Columns: scheduled_at
idx_workshop_sessions_org_status
Columns: organization_id, status
idx_workshop_sessions_org_completed_at
Columns: organization_id, completed_at
Validation Rules
title_required_non_empty
error
Validation failed
scheduled_at_required
error
Validation failed
coordinator_id_valid_user
error
Validation failed
organization_id_valid
error
Validation failed
completed_at_after_started_at
error
Validation failed
archived_at_after_completed_at
error
Validation failed
todo_items_valid_json_schema
error
Validation failed
todo_items_valid_json_schema_update
error
Validation failed
max_participants_positive
error
Validation failed
participant_count_non_negative
warning
Validation failed
description_max_length
error
Validation failed
Business Rules
valid_status_transition
Status transitions must follow the defined lifecycle sequence: scheduled → active → completed → archived. Reverse transitions and skipped states (e.g., scheduled directly to completed) are forbidden. The only exception is direct archival of a scheduled session that was cancelled before starting.
archived_session_immutable
Sessions in archived status are read-only. Any attempted mutation of title, status, description, location, todo_items, or timestamps on an archived session must be rejected. Only admin-level delete operations are permitted.
coordinator_role_required
Only users holding a coordinator or admin role within the session's organization may create, update, or delete workshop sessions. Peer mentors may read sessions they are participants of but cannot mutate session records.
participant_count_consistency
The denormalized participant_count must remain consistent with the actual count of rows in workshop_participants for this session. It is incremented on participant add and decremented on participant remove via the workshop-management-service. If max_participants is set, participant_count must never exceed it.
max_participants_not_exceeded
When max_participants is defined, adding a new participant to the session is rejected once participant_count equals max_participants. The Participant List Screen surfaces a capacity-reached message to the coordinator.
completed_at_set_on_completion
When a session transitions from active to completed, completed_at must be automatically set to the current UTC timestamp by the service layer if not explicitly provided. completed_at may not be null once status is completed.
organization_scoped_access
Workshop sessions are visible only to users whose organizational membership (user_organization_memberships) includes the session's organization_id. Supabase RLS policies enforce this at the database level using auth.uid() and JWT org claims.
bufdir_reporting_inclusion
Completed workshop sessions (status = completed, completed_at set) are included in Bufdir aggregate reporting counts for the organization. The participant_count field is used as the authoritative figure for the reporting period query. Archived sessions retain their participant_count for historical reporting accuracy.
todo_items_max_count
The todo_items JSON array may contain at most 50 items per session. Attempts to add a 51st item are rejected with a user-facing capacity message from the To-Do List Widget.
CRUD Operations
Storage Configuration
Entity Relationships
Workshop sessions are scoped to an organization for access control and aggregate Bufdir reporting
Each workshop session is created and facilitated by a coordinator user
Each workshop session may accumulate multiple note entries created during or after the session
A workshop session tracks attendance for multiple participants with confirmation status