This guide explains how the Konoz Retaj platform works for each role. Each part says which roles it is for. Inside the platform, User Guide in the sidebar (under Account) shows you only the parts for your own role — and, for a client, only the screens your account can open.
For: Admin Manager Team Client
Konoz Retaj is one workspace for planning and running conferences and events, instead of scattered WhatsApp groups, emails and spreadsheets. Staff plan and run the work: conferences, tasks, staffing, budgets, sponsors, approvals and deliverables. Clients follow their own event: they fill in its requirements brief and decide on what the team sends them.
You use it in a normal web browser — Google Chrome or Microsoft Edge are recommended. There is nothing to install. On a phone, tap the menu button (☰) to open the sidebar.
What you see depends on your role — Admin, Manager, Team member or Client — and, for a client, on the screens ticked for them.
For: Admin Manager
There are exactly four roles. A person's role decides what they see after signing in.
| Role | Who | What they can do |
|---|---|---|
| Admin | Konoz Retaj system owners | Full access to every conference and screen. Manages the Admin, Manager and Client logins on Users. Only an Admin can delete an approval request once it has been sent, or remove a sponsor on the Budget page. |
| Manager | Team leads and department heads | The same access as an Admin to every conference and screen, plus My Team: creates Team member logins and assigns them to conferences. A Manager can't create Admins, Managers or Clients. |
| Team | Staff created by a Manager | Works only on the conferences assigned to them. Inside those, they read most screens and raise approval requests, but don't get the Tasks, Client Brief, Budget, Sponsors or History tabs, and can't manage users. |
| Client | External event owners | Sees only the conferences assigned to them, and only the screens ticked for them. Fills in the Requirements Brief and decides on what the team sends. |
For: Admin Manager
"Assigned" means only for the conferences the person is assigned to; "tick" means only if that screen was ticked for the client.
| Screen | Admin | Manager | Team | Client |
|---|---|---|---|---|
| Dashboard, Conferences, Calendar, Tasks, With clients, Import Tracker, Speakers, Reports, Email Editor, File Manager | ✔ | ✔ | — | — |
| Employees, Positions, Skills, Event Roles | ✔ | ✔ | — | — |
| Attendance | marks | marks | reads (assigned) | — |
| KR Chat | every conversation | every conversation | their own | — |
| Users / My Team | Users | My Team | — | — |
| Conference Overview | ✔ | ✔ | assigned | tick (Overview) |
| Conference Tasks tab, History | ✔ | ✔ | — | — |
| Staffing | manages | manages | reads (assigned) | — |
| Client Brief | reads, leaves notes | reads, leaves notes | — | fills it in (always) |
| Abstracts, Registration, Faculties | ✔ | ✔ | assigned | tick |
| Budget, Sponsors | manages | manages | — | tick: views and decides |
| Deliverables | manages | manages | reads (assigned) | tick: views and decides |
| Approvals | manages | manages | raises drafts (assigned) | tick: decides |
| Chat | both channels | both channels | Operations; Client if added | tick: Client channel |
| Awaiting your decision | — | — | — | always |
In short: Admins and Managers see everything; a Team member works inside their own conferences; a client fills in the brief and sees only what was ticked for them.
For: Admin Manager Team Client
You are never emailed a password. When your account is created, you receive an email to set your own.
Its subject is "Your Konoz Retaj account has been created" ("…has been updated" when a new link is sent later). It shows the email address you sign in with and a Set your password button. The link works once and expires after 3 days. If it has expired or was already used, ask whoever created your account — an Admin, or your Manager — to send a new one.
Enter a New password of at least 8 characters, type it again under Confirm password, and click Set password. The sign-in page then says "Your password has been set. You can now sign in." Once a password is set, every earlier link stops working.
Enter your Email address and Password (Show displays what you typed), then click Sign In. The link How to use this system — User Guide under the button opens the full guide, without signing in.
Where you land after signing in depends on your role; "Finding your way around" below explains it.
For: Client
The first time you sign in, the Terms & Conditions are shown. Tick "I have read and agree to the terms above…" and click Agree & Continue; Decline & Sign out signs you out. You are asked only once.
For: Admin Manager
The bell at the top right shows how many notifications you haven't read; it updates every minute. Click it for the latest ten, Mark all read, or See all notifications. Clicking a notification opens what it is about. You are never told about your own actions.
As an Admin or a Manager you are told about:
Several events on the same thing are grouped into one notification with a count, such as "3 new messages in the Client channel". Read notifications are kept for 90 days, unread ones for a year. If what a notification was about has gone, or you can no longer open it, it reads "No longer available".
For: Team
The bell at the top right shows how many notifications you haven't read; it updates every minute. Click it for the latest ten, Mark all read, or See all notifications. Clicking a notification opens what it is about. You are told about:
Several events on the same thing are grouped into one notification with a count. Read notifications are kept for 90 days, unread ones for a year. If what a notification was about has gone, it reads "No longer available".
For: Client
The bell at the top right shows how many notifications you haven't read. Click it for the latest ten, Mark all read, or See all notifications; clicking one opens what it is about. You are told when:
Budgets and sponsors sent to you don't create a notification: you find them on Awaiting your decision. A notification marks itself read once you have answered. Read notifications are kept for 90 days, unread ones for a year.
For: Admin Manager
A read-only overview of every conference, with HR figures.
For: Admin Manager
Conferences lists every conference that hasn't ended, as cards: its code or city, an Active or Upcoming badge, the title and venue, paid registrations, the start date, speakers and sessions.
Conferences come from the event system and are kept up to date by the sync service. They can't be created or deleted here.
For: Admin Manager
Every tab shows the conference's title, status, venue and dates, and the Paid registrations bar. The larger tabs — Tasks, Staffing, Budget, Sponsors, Approvals, Deliverables and Chat — have parts of their own below.
The conference's figures, read-only: registrations, sessions, speakers and sponsors; paid and manually added registrations and their revenue; speaker invitations (accepted, pending, rejected); abstracts (submitted, approved, rejected); sponsorship collected against the total; the moderators, speakers, panelists and exhibitors; and the sponsors, each Paid, Unpaid or Dropped.
Under the figures, Conference website links to the conference's own website; it opens in a new tab. Use the pen to add or change the address (https:// is added if you leave it out), or empty the box and save to remove it. Only web addresses are accepted, and each change is recorded in History. Everyone who opens the Overview sees the link.
What the client has filled in, in ten sections, with "x/10 sections filled" and the files they uploaded. Staff can't change the client's answers. Under each section, Note for the client and Save note leave a note the client sees at the top of that section, without your name: one note per section, up to 4,000 characters; saving it empty removes it. The client isn't notified.
The submitted abstracts with their counts. Filter by Presentation Type; click a card to read it. Ten show first; Read more adds 25 at a time.
Read-only figures: Total Registrations, Paid, Manually Added and Total Amount (SAR).
Speakers, Moderators and Panelists from the event system's sync, with their invitation status, plus the faculty added on this platform (Added in this platform, each with Edit). Search by name or email, or filter by Invitation Status. Synced people can't be edited.
The conference's activity log, read-only: each change, by day, who made it and what changed ("Field: old → new"), 20 entries a page.
For: Admin Manager
Tasks lists the tasks of every conference, and the general company tasks.
New Task opens the form:
Then Save Task or Update Task. The people newly assigned are notified. Marking a task Completed records the date it was completed; reopening it clears that date and takes back any request still waiting for the client.
If someone else saved the task after you opened it, your changes aren't saved: open it again and make them again.
A completed task of a conference can be sent for the client's sign-off with Raise for client approval — on its card, on the conference's Tasks tab, or in the Client review panel of the task's page. It becomes a draft on the conference's Approvals tab and reaches the client only when it is sent from there. After an earlier round the button reads Raise again for client approval. Choosing the status "Awaiting Approval" by hand raises nothing.
For: Admin Manager
The Tasks tab shows the conference's progress — Total, Completed, In Progress, Not Started and Awaiting Client Approval, with percentages — and its tasks grouped by department (and External or Unassigned).
The file must be .xlsx, up to 5 MB and 1,000 rows. Each row is checked like the task form. A row with the same title and department as a task the conference already has is skipped, so uploading the same file again is safe. The people given a task are notified.
For: Admin Manager
The Staffing tab decides who works which day of the conference.
A person can be staffed on one conference per day, never on a day they are marked unavailable, and only within the conference's dates. If any day clashes, nothing is saved and each clash is named. Staffed Team members can read the conference's Operations chat until it ends. Team members see this tab read-only.
For: Admin Manager
The Budget tab holds the conference's budgets, the client's approval of them, the invoices, and sponsor income against expenses.
The client isn't notified of a budget: they see it on Awaiting your decision. Only an Admin can remove a sponsor from the sponsor list on this page, and never one synced from the sponsor portal.
For: Admin Manager
The Sponsors tab shows the conference's sponsors, synced from the sponsor portal: Total Value, Collected, Outstanding and Confirmed; the packages; and a table by stage (Identified, Contacted, Negotiating, Committed, Signed, Confirmed, Dropped).
Sponsors themselves are added in the sponsor portal, not here.
For: Admin Manager
The Approvals tab gets the client's sign-off. Its sections are Drafts — not yet sent to client, Awaiting client, Decided and Closed.
For: Admin Manager
The Deliverables tab tracks what Konoz Retaj owes the conference, version by version, and the client's feedback. Team members and clients with the screen can read it; only Admins and Managers change it.
On the deliverable's page, Submit a version (Submitted by, files, change summary). Submitting is sending: a version of a deliverable that needs approval becomes Awaiting Client and the client is notified; an update to ongoing work is simply published. Versions can't be changed or deleted.
Clients answer in the portal — Approved, Changes Requested, Rejected, or a comment — and you are notified. Feedback given outside the portal (by email, WhatsApp, phone or in a meeting) is recorded with Log client feedback: the decision, the source, the version, when it was given, who gave it and what the client said. A decision can only be recorded on the latest version that is still waiting.
For: Admin Manager
Every conference has two channels on its Chat tab:
KR Chat in the sidebar lists every conversation that has messages, most recent first, with a dot for unread ones; click one to open it.
Members are notified of new messages. Admins and Managers are notified of every Client-channel message, and of an Operations channel once they have written in it.
For: Admin Manager
Every conference on a calendar, ended ones included: 6 months, Month or List, with Today and the arrows. Upcoming conferences are blue, active ones teal and completed ones grey. Click a conference to open it. Conferences without a start date are listed under "No date set".
For: Admin Manager
With clients is a chase list: everything sent to clients and not yet decided — approvals, budgets, sponsors and deliverables — across all conferences, longest wait first. Rows waiting 7 days or more are highlighted. Filter by conference or type, and click a row to open the screen it belongs to. Nothing is decided here.
For: Admin Manager
Loads the "Projects Tracker" Excel workbook — one sheet per conference — into tasks.
Conferences are never created by the import. Rows with the same title and department as an existing task are skipped. Assignees aren't notified.
For: Admin Manager
Speakers lists every speaker, moderator and panelist across all conferences. Filter by conference, role and invitation status (Accepted, Pending, Rejected), or search a name or email.
For: Admin Manager
Reports has two tabs.
For one conference and a period — This Week, Last Week, This Month, Last 3 Months, Full Project, or Custom dates: versions submitted, client feedback, revision requests and completions, final approvals, deliverables created and submitted, and tasks completed, by department and by deliverable. Download PDF gives a branded PDF. The PDF prints Latin letters only, so for a conference whose name is in Arabic, save an English title under PDF title.
The full report of a conference, in the sections of the requirements document. Choose the Conference, the Report (Progress, or Final for the whole project), the Edition, the Period and the Sections, then Show report. Download PDF and Download Excel give the same report.
For: Admin Manager
Builds an email from blocks and sends it to a conference's client logins.
Only active client logins with an email are offered, up to 100 per send. Each recipient gets their own email, so nobody sees the other addresses.
For: Admin Manager
The central file store, in folders.
The deliverables, approvals, chat, tasks and profiles folders are locked: they are managed from their own screens. A file still used by a task isn't deleted. Uploading a file with the same name replaces the old one.
For: Admin Manager
Internal staff records, used for staffing, tasks and skills. Search by name, email, department or position. Each row shows the department, type, manager, joining date and the ID's status (Valid, Expiring or Expired); the ID number itself is masked.
Every staffed day, ready to mark. Filter by conference, date and status; set Present, Absent, Late or Excused with check-in and check-out times (Riyadh time), then Save. "Not Marked" clears it. Days appear here once someone is staffed on a conference's Staffing tab.
The lists used on employee records and staffing. Add a name (up to 100 characters, unique), Edit, Deactivate or Delete. Anything in use can't be deleted — deactivate it instead: it stays where it is used but can't be chosen again.
Internal notes about an employee, at a conference or in general, seen only by Admins and Managers. Notes can't be edited or deleted, and hold up to 4,000 characters.
For: Admin
Users manages the Admin, Manager and Client logins. Team members belong to their Manager and aren't listed.
You can't change your own login here — use My Profile.
For: Manager
My Team lists the Team members you created; you never see another Manager's team.
For: Team
You work only in the conferences your Manager assigned to you; any other shows "Access Denied".
New Approval Request lets you raise a request: a Title, an optional Message to the client, Notes for staff only and an optional attachment, then Create Request. It is saved as a draft under "Drafts — not yet sent to client"; Admins and Managers are notified, review it and send it to the client. Until then you can Edit your own drafts or delete them (✕). Sending, withdrawing and deciding are for Admins, Managers and clients.
Tasks are managed by Admins and Managers. You see a task when it is assigned to you — its notification opens a read-only card with the status, priority, due date and description — and as task cards in the Operations chat.
For: Team
Type a message (up to 4,000 characters). @ mentions a member of the channel, $ points at an approval and # at a task (Operations only). The link button points at an approval, a task, a deliverable or a file — up to five in a message. The paperclip attaches a file (up to 2 GB). Messages can't be edited or deleted.
For: Team
Attendance shows the staffed days of everyone on your conferences, each with the status recorded — Present, Absent, Late or Excused, with check-in and check-out times — or "Not Marked". Filter by conference, date and status. It is read-only for you: Admins and Managers mark attendance.
For: Team
You can always update your own name, phone, photo and password in My Profile.
For: Client
Every client with a conference has this screen.
One list of everything waiting for your decision, across all your conferences, oldest first: approvals, budgets, sponsors and deliverable versions. Each row shows what it is, the conference and how long it has waited ("Waiting a while" after 7 days); Review → opens the screen where you decide.
The list covers only the screens you have, and a note names any it leaves out. Updates to ongoing work, such as a live website, aren't listed: they don't wait for your decision.
For: Client
Every client with a conference has this screen.
Where you give Konoz Retaj your event's information, at your own pace, in ten sections: Official Event Information, Society & Partner Logos, Organizing & Scientific Committees, President's Welcome Message, Registration Details, Workshop Information, Sponsorship & Exhibition, Scientific Program / Agenda, Speaker Contact Information, and Abstract Submission Information. You are the only one who fills it in; the Konoz Retaj team can read it.
If someone else changed a list after you opened the page, nothing is saved: reload the page and make your change again.
For: Client
Clients see this part only when Overview is ticked for them.
The Conference screen links to your event's website (Conference website; it opens in a new tab) and shows its figures, read-only: registrations, sessions, speakers and sponsors; speaker invitations; abstracts; sponsorship collected; and the sponsors. A figure that belongs to a screen you don't have shows "—" with a short note.
For: Client
Clients see this part only when Abstract is ticked for them.
The submitted abstracts, read-only, with the numbers submitted, approved and rejected. Filter by Presentation Type; click a card to read its introduction, methodology, result and conclusion. Ten show first; Read more adds 25 at a time.
For: Client
Clients see this part only when Registration is ticked for them.
Your event's registration figures, read-only: Total Registrations, Paid, Manually Added and Total Amount (SAR). The Paid registrations bar at the top of each conference screen comes with it.
For: Client
Clients see this part only when Budget is ticked for them.
The budgets the team has sent you, with the financial overview, the line items and the invoices.
Budgets don't send notifications: a new one appears on Awaiting your decision.
For: Client
Clients see this part only when Sponsors is ticked for them.
Your event's sponsors: total value, collected, outstanding and confirmed; the packages; and each sponsor's stage. View → shows a sponsor's details, notes and payments.
Sponsors don't send notifications: a new one appears on Awaiting your decision.
For: Client
Clients see this part only when Speakers is ticked for them.
Your event's Speakers, Moderators and Panelists, read-only, with their invitation status (Accepted, Pending, Rejected). Search by name or email, or filter by status. A speaker opens to show their sessions and talks; Biography shows their biography.
For: Client
Clients see this part only when Approvals is ticked for them.
Requests the team sends for your sign-off. On each one: Approve, or ask for changes and say what needs to change. They are listed in three sections — Awaiting client, Decided and Closed — each with its title, the team's message and any files.
A request the team takes back moves to Closed as Withdrawn, with nothing to decide. When you ask for changes, the team may send a revised request: it appears under Awaiting client, and the earlier one stays under Decided as the record of that round.
For: Client
Clients see this part only when Deliverables is ticked for them.
What Konoz Retaj delivers for your event, once a first version has been sent to you. Filter by status (Awaiting Client, Changes Requested, Approved, Rejected, Live / Ongoing) or kind, or search by name. Open one to see its versions, files and timeline.
For: Client
Clients see this part only when Chat is ticked for them.
The Client channel: your conversation with the Konoz Retaj team about this conference. New messages appear by themselves.
For: Client
You see only the screens ticked for your account. If you think one is missing, ask your Konoz Retaj contact. Opening a screen you don't have shows "Access Denied". Changes to your screens apply on your next page — you don't need to sign out.
For: Admin Manager Team Client
Open My Profile in the sidebar, or from your name at the top right.
Then click Save Changes. A new password signs you out on your other devices.
For anyone testing the platform: work through the checklist for your role, plus "Everyone". Mark each row [P] pass or [F] fail, and report each failure as "How to report a problem" explains.
| ✔ | Test | Expected result |
|---|---|---|
| [ ] | Open the invitation email and click the set-password link | "Set your password" opens. |
| [ ] | Try a password under 8 characters, and two that don't match | Both are refused with a clear message. |
| [ ] | Set a valid password and sign in | You reach your home screen; the top right shows your role. |
| [ ] | Use the same set-password link again | "This password link is invalid, has already been used, or has expired." |
| [ ] | Open User Guide in the sidebar | It shows the parts for your role only. |
| [ ] | In My Profile, upload a photo, then change your password and sign in again | The photo shows at the top right; the old password is refused and the new one works. |
| [ ] | Click a notification in the bell | It opens what it is about and is marked read. |
| ✔ | Test | Expected result |
|---|---|---|
| [ ] | Users → Add User: look at the role list | Only Admin, Client and Manager. |
| [ ] | Add a client with two conferences and two screens, email on | Saved; a set-password email is sent; "Assigned Conferences (2)" lists both. |
| [ ] | Sign in as that client | Only the Requirements Brief, Awaiting your decision and the two screens appear. |
| [ ] | Deactivate the client, then activate them | They can't sign in while deactivated; afterwards they can. |
| [ ] | User Guide → switch to Manager, Team member and Client | Each role's guide shows. |
| [ ] | Reports → Integrated Conference Report → Client Edition → Download PDF and Excel | Both download; no staff details or costs unless ticked. |
| ✔ | Test | Expected result |
|---|---|---|
| [ ] | My Team → Add Team Member with an email and one conference | Created as Team; a set-password email is sent. |
| [ ] | Try a team member with no email, or no conference | Refused with a clear message. |
| [ ] | Staff an employee on two days of a conference, then on a day they are already staffed elsewhere | The first is saved; the second saves nothing and names the clash. |
| [ ] | Raise an approval request, then Send to Client | It moves from Drafts to Awaiting client; the client is notified. |
| [ ] | Submit a deliverable version | It reads Awaiting Client, and the client sees it. |
| ✔ | Test | Expected result |
|---|---|---|
| [ ] | Sign in | You land on your conference (or choose one); the top right shows Team. |
| [ ] | Look at the conference's tabs | Overview, Staffing, Abstracts, Registration, Faculties, Deliverables, Chat, Approvals — no Tasks, Client Brief, Budget, Sponsors or History. |
| [ ] | Raise an approval request | It is saved as a draft; you can edit or delete it, not send it. |
| [ ] | Send a message in the Operations chat | It appears; other members are notified. |
| [ ] | Open a conference you aren't assigned to (type its address) | "Access Denied". |
| ✔ | Test | Expected result |
|---|---|---|
| [ ] | First sign-in | The Terms & Conditions must be accepted before anything else. |
| [ ] | Fill in a section of the Requirements Brief and click Save Section | Saved; the completion goes up. |
| [ ] | Upload a file in Society & Partner Logos | It is listed and downloads. |
| [ ] | Decide on an approval, a budget or a deliverable version | Your decision is recorded and shown. |
| [ ] | Open only the screens you were given | They show your event; other screens don't appear. |
For: Admin Manager Team Client
When something fails or looks wrong, send a short report with these details. Screenshots help a lot.
| Detail | What to write |
|---|---|
| Your name and role | e.g. "Sara — Client" |
| What you did | The exact steps, e.g. "My Team → Add Team Member → assigned SIRS 2027 → Save" |
| What happened | The result and the exact message shown. A "Something went wrong" page shows a Reference: include it. |
| What you expected | What you thought should happen |
| When, and the browser | The date and time, and Chrome or Edge |
| Screenshot | Attach one if you can |
Never send your password to anyone — nobody at Konoz Retaj will ask for it.
For: Admin Manager Team Client
Check your spam or junk folder. If it isn't there, ask the person who created your account to edit it with the email switch on, and to check your email address.
Links last 3 days and work once. Ask for a new one and use the most recent email.
Set your password from the link first. Passwords are case-sensitive. After 5 failed attempts, wait the minutes shown. If your account was deactivated, an administrator must activate it again.
Sessions end after 30 minutes without activity. Sign in again; anything you typed on an open page is still there to submit.
Your role decides what you see. Team members work only in their assigned conferences and don't get Tasks, Client Brief, Budget, Sponsors or History; clients see only the screens ticked for them. Ask an administrator if you think you need more.
Ask an administrator to check the role on your account.
What it was about has been removed, or you can no longer open it.
Refresh once. If it keeps happening, report it with the time it happened.