L2 iCON Admin Handbook

Getting in

The panel is the whole website's back room. Everything in this handbook happens there unless it says otherwise.

Go to www.l2icon.org/admin and sign in with your work email address. Forgotten the password? Use Forgotten your password? on the sign-in page; the reset link arrives from webmaster@l2icon.org, and lands in spam the first time often enough that it is worth looking there.

The admin sign-in screen: the L2 iCON mark, an email field, a password field and a Sign in button. — www.l2icon.org/admin. Delegates sign in somewhere else — at www.l2icon.org/login — and never see this screen.

The code from your phone

After your password, the panel asks for a six-digit code. You set this up once, the first time you sign in after 24 September 2026 — you cannot reach the panel until you have.

The set-up screen: a QR code, a field for the six-digit code, and a list of recovery codes. — Shown once, on your next sign-in. Scan the square with an authenticator app on your phone — Google Authenticator, Microsoft Authenticator and 1Password all work — then type the six digits it shows.

Save the recovery codes before you close that screen.

You are given eight. They are the only way back in if your phone is lost or replaced, and each one works once. Put them wherever your team keeps passwords — not in an email to yourself. Without them, getting you back in means an engineer editing the database.

You are asked for a code when you sign in, not on every page, and a sign-in lasts a working day. In practice that is once each morning.

Why this exists.

Three accounts can open this panel, and between them they can read every delegate's name, email and phone number, and change the bank account card payments are settled into. A password on its own was the whole of the defence.

What you can see depends on your role

Everyone gets the menu for their own job and nothing else. If a section named below is missing from your sidebar, that is why — ask an administrator rather than looking for it.

Role	Can do
Administrator	Everything, including staff accounts, payments, email and branding.
Event manager	Events, agendas, speakers, organisations, venues, tickets and promo codes. Can read bookings but not change money.
Content editor	The homepage, page wording, posts, galleries, videos, testimonials, downloads and the team page. Reads events but cannot change them.
Registration desk	The check-in screen, and the registrations for the event they are working on.
Finance	Bookings, payments, refunds and the sales figures.

The sidebar, top to bottom

View website and Registration desk — two doors out of the panel, at the very top.
Events — the event series, and the events themselves. Almost all of section 2 happens here.
People & places — speakers, organisations and venues. One record per person or body, reused by every event they take part in.
Ticketing — tickets, promo codes, bookings, registrations and sales.
Content — the homepage slider, page wording, posts, headline figures, galleries, videos, testimonials, downloads and the team.
Enquiries & signups — contact enquiries, sponsorship enquiries and newsletter subscribers. A number beside one of these is how many nobody has opened yet.
Administration — staff accounts, the site navigation and old address redirects. Administrators only.

The dashboard

The period selector at the top changes every figure on the page, and Download PDF gives you the same numbers as a document you can send on.

Putting on an event

Seven steps, all of them from the event's own page. You do not need to visit any other screen to build a complete event.

Start at Events › Events. This is the list of actual conferences — Borneo ADR Week 2026, and so on. Event series above it is the family a conference belongs to, so that 2024, 2025 and 2026 sit together; you rarely open it directly.

The events list, with columns for the event, its series, dates, status and bookings. — Every event, newest first. The status column tells you at a glance what the public can see.

Create the event

Press New event. You are asked three questions and nothing else — everything the event page can show is filled in afterwards, on the event's own page.

Step one of the new event form: event series, edition year, title, slug, subtitle, status and format. — Step 1 of 3. The year fills itself in and the web address is generated from the title.

Event series — pick the family. For a one-off conference, press + Create in that field and give the series the same name as the event; that is all it needs.
Title — what the event is called on the website, year included: "Borneo ADR Week 2026".
Status — leave it on Draft while you build. Nothing is public until you set it to Published.
Format — physical, virtual or hybrid. It decides whether the page shows a venue and a map.

Step 2 asks when and where; step 3, when registration opens and closes. Save, and the panel puts you on the event's own page with its agenda ready.

Write the agenda

Scroll past the form to the tabs at the bottom of the event page and stay on Agenda.

The Agenda tab on an event, listing Day 1 to Day 5 with the number of sessions in each. — One row per day. The number on the right is how many sessions that day holds.

An itinerary is a day of the event. Press Add itinerary and the day is already chosen for you — the first one you have not used yet.

The Add itinerary modal: a Which day dropdown showing Day 6, a date, an end date, a venue, a description and an empty Sessions section. — The day and its sessions are one form. There is no second screen to visit afterwards.

Then press Add a session once per thing that happens — registration, the opening, each panel, lunch, the closing. Sessions are numbered by their position, so dragging one up renumbers the rest.

An itinerary open with Session 1 expanded, showing title, type, start and end times and the room. — Opening a day later shows the same form, so correcting a session is two clicks from the event.

Type decides how the session is drawn on the page — a break and a keynote do not look alike.
Room or hall is only needed when the event runs in more than one room.
Who is on it — add each speaker and say how they are billed: speaker, moderator, chair or panellist. Somebody the site has never heard of can be created right there.

Two sessions at the same time?

Add a second itinerary for that same day, choose Something else in the day list and give it a name — "Young practitioners track". Both appear on the page, side by side.

Check the speaker wall

The Speaker wall tab is the block of faces on the event page. Everyone you put in the agenda is here already — adding a speaker to a session puts them on the wall for you.

The Speaker wall tab, listing speakers with their organisation, role and whether they are featured. — Drag a row by its arrows to change the order the wall is printed in.

Three things you do here that the agenda cannot:

Add somebody who never appears in the running order — a guest of honour, or whoever gives the welcome address.
Change how somebody is billed for this event. The wall accepts keynote, guest of honour and welcome address, which an agenda item does not.
Turn on Show larger on the speaker wall for the names a visitor should see first.

The Add a speaker form: name, title, job title, organisation, background, photograph, LinkedIn and country. — Add somebody new writes a speaker record for the whole site, not only for this event — their photograph and background are written once and reused every year they come back.

Removing a session does not remove anybody from the wall.

That is deliberate: the wall carries people who never appear in a running order, and a deleted session must not quietly delete a name. Take somebody off the wall on this tab.

Credit the partners and sponsors

The logos along the event page. Drag to change the order they are printed in.

Two buttons, and the difference matters:

Add one the site already has — search the organisations already on the site. Use this whenever you can: it keeps one logo and one spelling everywhere.
Add one that is new — for a body the site has never worked with. You give the name and upload the logo once; every future event can then pick them from the list.

What an organisation is — organiser, co-organiser, secretariat, sponsor, supporting organisation, media partner, endorser — is decided per event, so the same body can co-organise one year and sponsor the next without a second record. For a sponsor, the level (platinum down to exhibitor) sets how large the logo is printed.

Upload a full logo, not a symbol.

The page prints the logo instead of the name, so a mark with no wordmark leaves a reader unable to tell who it is. Transparent PNG on a light background works best.

Set up the tickets

The Tickets tab, listing ticket types with what they admit, how many prices they carry and how many are sold. — A ticket is what somebody buys. Prices are set on the ticket's own page — one ticket can carry an early-bird rate, a standard rate and a member rate.

Press Add a ticket, give it a name a delegate would recognise ("Delegate pass", "Student rate", "Table of ten"), then press Set prices on its row to add the rates and the dates each one runs between.

A ticket with no price is not shown on the event page.

The Tickets list says not shown until priced against any ticket in that state, and the dashboard's Needs action panel lists them too.

Ringgit or dollars

Each ticket is priced in one currency, set in the Showing section of the ticket's own page.

The Showing section of a ticket: whether to show it on the event page, the currency, and the sort order. — Ringgit unless this is an online ticket for an international event.

The currency decides how the ticket can be paid for, because the accounts decide it: a ringgit ticket is paid by card, online banking or bank transfer, and a dollar ticket through PayPal. The delegate is offered whichever one fits.

An event may list both. The Marathon does — a ringgit pass and a dollar pass, side by side on the same fee table.

The public fee table for the Marathon, showing a ringgit pass and a dollar pass with their prices. — What a delegate chooses between. The total on the right follows whichever they pick.

A delegate cannot put both in one booking.

One booking is one payment and a payment has one currency. Choosing a ringgit ticket and a dollar ticket together stops the fee table with a message saying so — which is the right place for it, rather than three screens later after they have typed everybody's name.

Discounts live in Ticketing › Promo codes: a code, a percentage or a fixed amount, an expiry, and a limit on how many times it may be used.

Decide what the page shows

The What shows on the page tab on the event form is a switch per block — agenda, speakers, fees, brochures, venue map, testimonials, photographs, videos and the rest. Turn off what this event does not have rather than leaving an empty heading on the page.

The Search and social section below the tabs sets what Google and WhatsApp show when the page is shared. Leave it blank and the site uses the title and summary you already wrote.

Publish

Back on the Details tab, set Status to Published and press Save changes. The event appears on the homepage, in the Registration Hub and in the sitemap within the minute.

Registration opens and closes on the dates in step 3 — you do not have to come back and switch anything on the day.

Running the same conference next year?

Open last year's event and press Clone edition. It copies the agenda, the speakers, the organisations and the tickets into a new draft, and you correct the dates from there.

After the event

Photographs, and anything else that only exists once the conference has happened.

Photographs

The Photo gallery tab on the event holds albums — one per occasion, so a three-day conference might have a day-one album, a gala dinner album and a site-visit album.

Press Add an album, name it, and drag in as many photographs as you like at once — up to sixty per go.

The Add photographs modal: a title, a date taken, a status and a drag-and-drop area for many files. — One album, one upload.

Then describe them.

Every photograph needs a description — it is what a blind visitor's screen reader reads out, and what shows if the image fails to load. A bulk upload starts each one off with the album's title, which is true but not useful, so open the album afterwards with Describe and reorder and write what each picture actually shows. The first photograph in the album leads the block on the event page.

Nothing is public until the album's status is Published.

Brochures, reports and recordings

PDFs go in Content › Downloads and are attached to an event; they appear under the event page's brochure block and in Resources. Recordings go in Content › Videos as a YouTube or Vimeo address — the site handles the player.

The rest of the website

Everything in Content, which is where the pages that are not events are edited.

The homepage slider

Each slide takes a picture, a small line above the headline, the headline itself and up to two buttons. Turn Show text off when the picture already carries its own title and date.

Page wording

Content › Page wording holds the standing sentences on the homepage, About, Partners, Contact, HRD Corp and Resources pages — headings, the small uppercase line above them, and the paragraph underneath. Anything you leave blank falls back to the wording the site shipped with, so you can never empty a page by accident.

Posts, testimonials, figures and the team

Posts — articles and press releases, shown in Resources.
Testimonials — a quote, who said it, and which event it belongs to.
Headline figures — the "150+ conferences, 10,000+ delegates" numbers on the homepage and About page.
Team — the people on the About page.

Navigation and old addresses

Administration › Navigation is the header and footer menus: drag to reorder, and an item can point at any page on the site. Old address redirects sends an address from the previous WordPress site to wherever that content lives now, so a link in an old email still works.

Bookings and money

Ticketing › Bookings is every registration taken through the website.

The bookings list, with columns for the reference, who booked, the event, seats, total, status and when it was placed. — Every booking, newest first. The filter button opens the ways of narrowing it — by event, by status, by country, and by online payments the gateway has not confirmed.

The three ways somebody can pay

Way	Currency	What happens
Card, online banking, e‑wallet	Ringgit	Through iPay88. The booking turns paid by itself, usually within a minute.
PayPal	US dollars	Paid with a PayPal account or a card through PayPal. The booking turns paid by itself.
Bank transfer	Either	They transfer and upload the receipt. Somebody here confirms it — see below.

The delegate is not asked to choose a method in the abstract: the ticket they bought decides the currency, and the currency decides what the booking page offers them.

Which country a booking came from

Every booking made after 24 September 2026 records the country the delegate booked from — it is a required question on the booking form. Use the Country filter on the bookings list to count how many delegates are international.

Bookings placed before that date show Not asked, and the filter offers that as a choice of its own. They are not counted as Malaysian, because nobody knows.

What each status means

Status	What happened	What to do
Not paid	A booking was started and no payment has been made.	Nothing. Unpaid bookings release their seats automatically after the holding period.
Awaiting payment	They chose bank transfer and the money has not arrived.	Confirm it when the transfer lands — see below.
Paid	Paid in full. Passes and the confirmation email have gone out.	Nothing.
Cancelled	Cancelled by the delegate or by us.	Nothing. The seats are back on sale.
Refunded	Money returned.	Nothing.

Confirming a bank transfer

Open the booking, find the Payments panel, and press Money received. Enter the bank reference from the statement. The booking turns Paid, the delegate's passes are generated and the confirmation email is sent — you do not send anything by hand.

If the proof of payment does not match anything on the statement, Not found records that, with a note saying what is wrong.

Invoices, passes and refunds

On a booking you can Issue invoice (once the company details are set — see Settings), Download invoice, Download passes, Resend email, Cancel booking and Record a refund. A refund asks for the amount and whether the seats go back on sale.

Recording a refund does not send any money.

The money goes back wherever it came in: in PayPal, in the iPay88 portal, or at the bank. Do that first, then record it here so the booking and the accounts agree. The screen tells you which of the three it was and quotes the gateway's own reference, so you can search for the payment rather than hunting by amount and date.

Registrations

Ticketing › Registrations is the delegates themselves rather than the bookings — the list the desk works from, and the list you export for badges. A name can be changed up to the deadline set on the event, and a seat can be transferred to somebody else.

Sales

Ticketing › Sales is what has sold, per ticket, per event: how many, how much, and how much is still unpaid.

The registration desk

On the day, at the door, on a phone.

Open www.l2icon.org/checkin — or press Registration desk at the top of the sidebar. It is built for a phone held in one hand, not for the panel.

Point the camera at the QR code on the delegate's pass; it checks them in.
No pass? Search by name and check them in from the list.
A pass already used says so, with the time it was first scanned.

Desk staff need only the registration desk role. It gives them this screen and the delegate list, and nothing else — no bookings, no money, no identity-card numbers.

Enquiries and the newsletter

Contact enquiries

Anything sent through the contact form lands in Enquiries & signups › Contact enquiries, and is emailed to reg@l2icon.org as it arrives. The number beside the menu item is how many nobody has opened yet.

Open an enquiry to answer it.

An enquiry open, showing the message, the status, who is handling it and the reply panel. — Write the reply here and the site sends it, so the whole exchange stays on the record.

Set Being handled and put your name against it so two people do not answer the same message.
Write the reply, Save as draft as often as you like, and only press send when it is ready.
Sending marks the enquiry Replied and keeps a copy of what was sent.

Sponsorship enquiries

The Partners page form is kept separately, with the track the enquirer chose — institutional, supporting organisation or sponsorship — so it reaches whoever handles partnerships.

Newsletter subscribers

Everyone who signed up through the footer, with the date they confirmed. Sign-ups are double opt-in: the address only becomes a subscriber after the person clicks the link in the confirming email. You can export the list, and remove anybody who asks.

Settings

Administrators only. These are the settings the website runs on — change them deliberately.

Email

Send new enquiries to is the address that gets told when somebody writes through the website. It is reg@l2icon.org today; change it here and the change takes effect immediately.

Do not change the server, port or password without a reason.

Mail is sent from our own server so that it passes the checks that keep it out of spam. A wrong setting here stops every email on the site, quietly.

Payments

Five tabs, and a Status panel above them that says in four lines what is switched on right now. Read that first — it is the only part of this page worth looking at when you have not come to change something.

Tab	What it holds
iPay88	The merchant code and key for card and online banking in ringgit, and the two URLs to register with iPay88.
PayPal	The client ID, secret and webhook ID for payments in US dollars, and the webhook URL to register with PayPal.
Bank transfer	The account delegates are asked to transfer to. Leave it blank to switch bank transfer off.
Invoices	The company details an invoice is issued under.
Unpaid bookings	How long an unpaid booking holds its seats before they go back on sale.

PayPal

Account type is a real switch here, unlike the one on the iPay88 tab. PayPal's sandbox is a separate world: nothing is charged, no card is needed, and no real booking can be paid there. It is for rehearsing. L2 iCON’s own account takes real money.

Changing from sandbox to live means changing all three values.

The secret field says a secret is saved and to leave it blank to keep it — so leaving it blank keeps the sandbox secret, and a live client ID paired with a sandbox secret is refused by PayPal outright. The webhook does not carry over either; a live account needs a webhook created on its own side, with its own ID.

Invoices

The company details are what an invoice is issued under. Without a registered name, company number and address, Issue invoice refuses to produce a document — a finance office will not pay against one that lacks them.

Branding

Replacing the mark here changes it across the website, the admin panel, the emails and the browser tab.

Three images: the site icon (square, for the browser tab and a phone's home screen), the logo, and the logo for dark backgrounds — the navy header would swallow a dark mark, so a light version is kept for it.

Staff accounts

Administration › Staff & users. Create an account, give it one role, and the person receives a password-reset email to set their own password. Remove the role of anybody who leaves — the account then has no way into the panel at all.

Questions we get asked

My event is not on the website.

Check the status on the Details tab. A Draft event is invisible to everybody but us. If it is published and still missing from the homepage, the homepage only lists events that have not finished yet — a past event lives in the archive instead.

The fees table is empty on the event page.

A ticket only appears once it has a price. Open Tickets on the event, press Set prices and add at least one rate.

A speaker is in the agenda but not on the speaker wall.

They should be added automatically when the itinerary is saved. If one is missing, open the Speaker wall tab and use Add someone the site already has — the record exists, it just is not linked to this event.

Somebody changed their job title. Do I fix it on every event?

No. A speaker is one record for the whole site: edit them once under People & places › Speakers and every event they have ever spoken at shows the new title.

A delegate says they never got their confirmation.

Open the booking and press Resend email. Ask them to check spam first — a first email from a new address often lands there.

Somebody wants to send a colleague instead.

Open Ticketing › Registrations, find the delegate and transfer the seat. Do it before the event's name-change deadline; after that the badge and the delegate list are already printed.

I uploaded a logo and the page still shows the organisation's name.

The logo lives on the organisation record, not on the event. Upload it once under People & places › Organisations, or with Add one that is new from the event, and every event that credits them picks it up.

Can I undo a delete?

Events can be restored — deleting one hides it rather than destroying it, and an administrator can bring it back. Most other things cannot, so read the confirmation before pressing the button.

I have lost the phone with my authenticator on it.

Use one of the recovery codes you saved when you set it up — press Use a recovery code instead on the sign-in screen. Each code works once. If you no longer have them either, an administrator cannot help; ask SawangVille, which means an engineer clearing the second factor from your account by hand.

A delegate says they cannot pay in dollars.

They are on a ringgit ticket. Check which ticket they chose on the fee table — the currency belongs to the ticket, not to the delegate, and the booking page offers only the way that fits it. If the event should have a dollar ticket and does not, add one under Tickets on the event and set its currency to USD.

Somebody chose two tickets and the site will not let them continue.

If the two are priced in different currencies, that is deliberate: one booking is one payment and a payment has one currency. They book the ringgit tickets and the dollar tickets separately, as two bookings.

Where do I actually send a refund back?

Wherever it came in — PayPal, the iPay88 portal, or the bank. The refund screen on the booking names which, and quotes the payment reference to search for. Send the money first, then record it here.

The dashboard says a payment is unconfirmed.

Somebody started a card or PayPal payment and the gateway has not said what happened, an hour later. Most resolve themselves — the site asks the gateway again every fifteen minutes, and closes an attempt nobody completed. Open the booking to see the attempts. If money left the delegate's account and the booking still says unpaid after a few hours, tell SawangVille with the booking reference.

Something is broken, or I am not sure.

Write it down with the page you were on and what you pressed, and send it to SawangVille. A screenshot of the whole window, address bar included, saves a round of questions.