Makerspace Leiden CRM

Welcome to our Makerspace Management System. This software helps our community manage participant access, equipment permissions, storage, and more.

Table of Contents

• Table of Contents
• Quick Start Guide
  • System Requirements
  • Installation Options
  • Accessing the System
  • Testing the API
• For Developers
• Deployment Process
• Functional Requirements
  • For Trustees (Administrators)
  • API Features
  • Self-Service Features
  • Self-Service Bonus
  • Email Notifications
  • Operational
• System Design
  • User Structure
  • Key Components

Quick Start Guide

System Requirements

• uv https://docs.astral.sh/uv/

Installation Options

1. Create environment file: cp example.env .env
2. Run the demo script: sh loaddemo.sh

Accessing the System

After installation, visit:

http://localhost:8000/

You can log in using the test accounts created during installation. The loaddemo script will output these login details.

Testing the API

You can test the API with commands like:

curl -H "X-Bearer: Foo" -F tag=1-2-4 http://localhost:8000/acl/api/v1/getok4node/foonode

(This assumes your local settings contain the "Foo" password - see debug.py)

For Developers

Please see CONTRIBUTING.md for detailed information on how to contribute to this project, including code style, pre-commit setup, and submission guidelines.

Deployment Process

The deployment process is automated. When code is pushed to the main branch:

1. Tests run automatically - The system checks:

   • Code quality (pre-commit checks)
   • Database migrations are correct
   • All tests pass

2. If tests pass - The system automatically deploys to the live server

3. If tests fail - Deployment is blocked. Fix the issues and try again.

Pull requests are also tested automatically, so you can verify your changes work before merging.

Functional Requirements

For Trustees (Administrators)

• Manage participant progression (from new participants to full access with 24/7 key)
• Track participant status (forms completed, standing in community)
• Manage instruction groups (who can teach others)
• Create and manage equipment/machines
• Manage RFID cards
• Generate reports on storage and permits

API Features

• Check permissions based on RFID tags
• Verify basic membership
• Verify equipment training status
• Verify specific permits

Self-Service Features

• New membership requests (no login required)
• Password reset
• Manage RFID cards (activate new cards, deactivate old ones)
• Record when you've given instruction to another member

Self-Service Bonus

• Report accidents
• Report equipment problems or activate lockouts
• Find participant storage bins
• Request storage permits for larger items
• Track spare parts ordering

Email Notifications

The system automatically sends emails in these situations:

1. User Detail Changes

   • When users update their personal information
   • Email sent to: Trustees

2. Training Records

   • When someone adds instruction/training records
   • Email sent to: Trustees and possibly members ("deelnemers")

3. Storage Space Changes

   • When any changes are made to storage space
   • Email sent to: All members ("deelnemers")
   • Separate email to owner if the change was made by someone else
   • Email to trustees if duration > 30 days or if extending an auto-approved 30-day permit

4. Storage Box Changes

   • When any changes are made to storage boxes
   • Email sent to: Trustees
   • Separate email to owner if the change was made by someone else

Operational

In addition to the above, the system is designed to be easy to maintain and scale.

• Standard Django setup for easy maintenance
• Supports dozens of machines/equipment
• Handles hundreds of users

System Design

Outline of the current system design.

User Structure

• Standard Django user system
• Additional member-specific information (forms on file, emergency contacts)
• Possible to add more information

Key Components

1. Machines

   • Equipment and access points (like doors)
   • May require specific training
   • May require signed waivers
   • May require special permits

2. Permits

   • Access categories (like door access)
   • May build on other permits

3. Entitlements

   • Specific permissions assigned to users
   • Assigned by authorized members
   • Issuers must have the entitlement themselves
   • Instructors need appropriate permits to grant entitlements