summerfest-be - Documentation

Document Status
Document Owner	Product Engineering 2026	Product Engineering 2026
Contributors
Project Links	https://github.com/RistekCSUI/summerfest-be	https://github.com/RistekCSUI/summerfest-be
Project Links	http://api.event.ristek.cs.ui.ac.id	http://api.event.ristek.cs.ui.ac.id
Project Links	[Monitoring Dashboard]	[Monitoring Dashboard]
Project Links	[API Documentation]	[API Documentation]
Project Links	[Other Related Doc/Link]	[Other Related Doc/Link]
Team	Theodore Kevin Himawan	theodore.kevin@ristek.cs.ui.ac.id
Team	Ari Darrell Muljono	darrell@ristek.cs.ui.ac.id
Team	Grace Karina	gracekarin@ristek.cs.ui.ac.id
Team	Yeshua Marco G. Manurung	marco@ristek.cs.ui.ac.id

🔎 Background

Overview

summerfest-be is a Django REST backend that receives, stores, and manages Summerfest submissions, mainly for the Sistech, Datathon, and Hackathon event flows. This service acts as the main data source for the public submission forms, S3 file uploads, event window endpoints, and internal admin APIs used for authentication, verification, CSV export, and submission file downloads.

Stakeholders

Users: Participants
Upstream Dependencies: Backend API
Downstream Consumers: End users

Scope & Boundaries

In Scope: Django project summerfest, api endpoints, database schemas, S3 file upload flow, admin token-based API
Out of Scope: Frontend implementation, legacy data migration, detailed observability stack setup, infrastructure provisioning outside the existing deployment workflow

⚙️ Architecture & Design

System Diagram

Architecture Decisions (ADRs)

Language/Framework: Python 3, Django 5, Django REST Framework
Database: PostgreSQL for relational data
Communication: Synchronous via HTTP

💻Technical Specifications

API Documentation

`GET /api/submissions-sistech/`

Response 200

[
  {
    "id":1,
    "full_name":"Participant A",
    "nickname":"PartA",
    "age":21,
    "email":"participant.a@example.test",
    "line_id":"participant_a",
    "wa_number":"+620000000001",
    "domicile":"City A",
    "institution":"Institution A",
    "current_status":"undergraduate",
    "program":"career_coaching",
    "path":"product_management",
    "requirements_submission":"summerfest/uploads/requirements.pdf",
    "motivations":"Motivation text",
    "how_found":"social media",
    "status":"n",
    "confirm_participation":true,
    "confirm_join_group":true,
    "confirm_graduation_attendance":true
  }
]

`POST /api/create-submission-sistech/`

Request

{
  "full_name":"Participant A",
  "nickname":"PartA",
  "age":21,
  "email":"participant.a@example.test",
  "line_id":"participant_a",
  "wa_number":"+620000000001",
  "domicile":"City A",
  "institution":"Institution A",
  "current_status":"undergraduate",
  "program":"career_coaching",
  "path":"product_management",
  "requirements_submission":"summerfest/uploads/requirements.pdf",
  "motivations":"Saya ingin belajar lebih dalam.",
  "how_found":"social media",
  "confirm_participation":true,
  "confirm_join_group":true,
  "confirm_graduation_attendance":true
}

Response 201

"Your submission has been successfully received."

`GET /api/submissions-datathon/`

Response 200

{
  "count":1,
  "next":null,
  "previous":null,
  "results":[
    {
      "id":10,
      "team_name":"Team Alpha",
      "team_country":"Indonesia",
      "number_of_members":3,
      "discovery_method":"social_media",
      "team_email":"leader.alpha@example.test",
      "payment":"summerfest/uploads/payment.pdf",
      "selection_task":"summerfest/uploads/task.pdf",
      "status":"n",
      "is_verified":false,
      "submitted_at":"2026-03-31T12:00:00Z"
    }
  ]
}

`POST /api/create-submission-datathon/`

Request

{
  "team_name":"Team Alpha",
  "team_country":"Indonesia",
  "number_of_members":3,
  "discovery_method":"social_media",
  "payment":"summerfest/uploads/payment.pdf",
  "selection_task":"summerfest/uploads/task.pdf",
  "team_members":[
    {
      "role":"leader",
      "full_name":"Leader Alpha",
      "birthday":"2004-01-10",
      "email":"leader.alpha@example.test",
      "line_id":"leader_alpha",
      "whatsapp_number":"+620000000010",
      "institution":"Institution A",
      "ktm_photo":"summerfest/uploads/leader-ktm.jpg"
    },
    {
      "role":"member",
      "full_name":"Member Beta",
      "birthday":"2004-05-20",
      "email":"member.beta@example.test",
      "line_id":"member_beta",
      "whatsapp_number":"+620000000011",
      "institution":"Institution B",
      "ktm_photo":"summerfest/uploads/member-ktm.jpg"
    }
  ]
}

Response 201

"Your submission has been successfully received."

`GET /api/events-datathon/`

Response 200

[
  {
    "id":1,
    "open_time":"2026-04-01T08:00:00Z",
    "closed_time":"2026-04-30T23:59:59Z"
  }
]

`POST /api/events-datathon/`

Request

{
  "open_time":"2026-04-01T08:00:00Z",
  "closed_time":"2026-04-30T23:59:59Z"
}

Response 201

"Event has been successfully created."

`POST /api/upload-file/`

Request

file=<binary>

Response 200

{
  "message":"Image uploaded successfully",
"key":"summerfest/550e8400-e29b-41d4-a716-446655440000_20260331120000.pdf"
}

`POST /api/check-email-sistech/`

Request

{
  "email":"participant.a@example.test"
}

Response 200

{
  "message":"Email is available"
}

`POST /api/check-email-datathon/`

Request

{
  "team_email":"leader.alpha@example.test"
}

Response 200

{
  "message":"Email is available"
}

`POST /api/admin/login/`

Request

{
  "username":"admin",
  "password":"secret"
}

Response 200

{
  "token":"drf_token_value",
  "user_id":1,
  "username":"admin",
  "is_superuser":true
}

`POST /api/admin/logout/`

Response 200

{
  "message":"Successfully logged out"
}

`POST /api/admin/verify-token/`

Response 200

{
  "id":1,
  "username":"admin",
  "is_superuser":true,
  "is_staff":true
}

`GET /api/admin/datathon/team-members/`

Response 200

{
  "count":1,
  "next":null,
  "previous":null,
  "results":[
    {
      "id":21,
      "role":"leader",
      "team":10,
      "full_name":"Leader Alpha",
      "birthday":"2004-01-10",
      "email":"leader.alpha@example.test",
      "line_id":"leader_alpha",
      "whatsapp_number":"+620000000010",
      "institution":"Institution A",
      "ktm_photo":"summerfest/uploads/leader-ktm.jpg",
      "team_name":"Team Alpha",
      "team_country":"Indonesia"
    }
  ]
}

`GET /api/admin/datathon/submissions/`

Response 200

{
  "count":1,
  "next":null,
  "previous":null,
  "results":[
    {
      "id":10,
      "team_name":"Team Alpha",
      "team_country":"Indonesia",
      "number_of_members":3,
      "discovery_method":"social_media",
      "team_email":"leader.alpha@example.test",
      "payment":"summerfest/uploads/payment.pdf",
      "selection_task":"summerfest/uploads/task.pdf",
      "status":"n",
      "is_verified":false,
      "submitted_at":"2026-03-31T12:00:00Z",
      "team_members":[
        {
          "id":21,
          "role":"leader",
          "team":10,
          "full_name":"Leader Alpha",
          "birthday":"2004-01-10",
          "email":"leader.alpha@example.test",
          "line_id":"leader_alpha",
          "whatsapp_number":"+620000000010",
          "institution":"Institution A",
          "ktm_photo":"summerfest/uploads/leader-ktm.jpg"
        }
      ]
    }
  ]
}

`GET /api/admin/datathon/submissions//`

Response 200

{
  "id":10,
  "team_name":"Team Alpha",
  "team_country":"Indonesia",
  "number_of_members":3,
  "discovery_method":"social_media",
  "team_email":"leader.alpha@example.test",
  "payment":"summerfest/uploads/payment.pdf",
  "selection_task":"summerfest/uploads/task.pdf",
  "status":"n",
  "is_verified":false,
  "submitted_at":"2026-03-31T12:00:00Z",
  "team_members":[
    {
      "id":21,
      "role":"leader",
      "team":10,
      "full_name":"Leader Alpha",
      "birthday":"2004-01-10",
      "email":"leader.alpha@example.test",
      "line_id":"leader_alpha",
      "whatsapp_number":"+620000000010",
      "institution":"Institution A",
      "ktm_photo":"summerfest/uploads/leader-ktm.jpg"
    }
  ]
}

`PATCH /api/admin/datathon/submissions/`

Request

{
  "is_verified":true
}

Response 200

{
  "message":"Submission for team 'Team Alpha' has been updated"
}

`DELETE /api/admin/datathon/submissions/`

Response 200

{
  "message":"Submission for team 'Team Alpha' has been deleted"
}

`GET /api/admin/datathon/sub-members/`

Response 200

[
  {
    "id":21,
    "submitted_at":"2026-03-31T12:00:00Z",
    "institution":"Institution A"
  }
]

`GET /api/admin/sistech/submissions/`

Response 200

{
  "count":1,
  "next":null,
  "previous":null,
  "results":[
    {
      "id":3,
      "full_name":"Participant A",
      "nickname":"PartA",
      "age":21,
      "email":"participant.a@example.test",
      "line_id":"participant_a",
      "wa_number":"+620000000001",
      "domicile":"City A",
      "institution":"Institution A",
      "current_status":"undergraduate",
      "program":"career_coaching",
      "path":"product_management",
      "requirements_submission":"summerfest/uploads/requirements.pdf",
      "motivations":"Motivation text",
      "how_found":"social media",
      "status":"n",
      "confirm_participation":true,
      "confirm_join_group":true,
      "confirm_graduation_attendance":true
    }
  ]
}

`GET /api/admin/sistech/submissions/`

Response 200

{
  "id":3,
  "full_name":"Participant A",
  "nickname":"PartA",
  "age":21,
  "email":"participant.a@example.test",
  "line_id":"participant_a",
  "wa_number":"+620000000001",
  "domicile":"City A",
  "institution":"Institution A",
  "current_status":"undergraduate",
  "program":"career_coaching",
  "path":"product_management",
  "requirements_submission":"summerfest/uploads/requirements.pdf",
  "motivations":"Saya ingin belajar lebih dalam.",
  "how_found":"social media",
  "status":"n",
  "confirm_participation":true,
  "confirm_join_group":true,
  "confirm_graduation_attendance":true
}

`DELETE /api/admin/sistech/submissions/`

Response 200

{
  "message":"Submission for 'Participant A' has been deleted"
}

`GET /api/admin/sistech/submissions//files/<file_type>/`

Response 200

{
  "url":"https://presigned-url.example.com"
}

Data Model/Schema

Project Structure

summerfest-be/                             # backend project root
├── api/                                   # API layer for public and admin endpoints
│   ├── urls.py                            # API route registry
│   ├── views.py                           # public submission, event, upload, and email-check handlers
│   ├── auth_views.py                      # admin login, logout, and token verification handlers
│   ├── admin_views.py                     # admin submission management, export, and download handlers
│   ├── serializers.py                     # request and response serializers
│   └── permissions.py                     # custom X-Api-Key permission logic
├── datathon/                              # Datathon domain app
│   ├── models.py                          # Datathon submission, team member, and event models
│   ├── admin.py                           # Django admin registration and CSV export integration
│   ├── views.py                           # app-level views placeholder
│   └── migrations/                        # Django migration history for Datathon
├── sistech/                               # Sistech domain app
│   ├── models.py                          # Sistech submission and event models
│   ├── serializers.py                     # app-level serializer placeholder
│   ├── views.py                           # app-level views placeholder
│   └── migrations/                        # Django migration history for Sistech
├── hackathon/                             # Hackathon domain app
│   ├── models.py                          # Hackathon event model
│   └── migrations/                        # Django migration history for Hackathon
├── summerfest/                            # Django project configuration package
│   ├── settings.py                        # global Django settings and environment wiring
│   ├── urls.py                            # root URL router
│   ├── asgi.py                            # ASGI entrypoint
│   └── wsgi.py                            # WSGI entrypoint for Gunicorn
├── scripts/                               # operational scripts
│   └── docker-entrypoint.sh               # container bootstrap script
├── images/                                # static image assets or documentation assets
├── Dockerfile                             # production image build definition
├── dev.docker-compose.yml                 # local Docker Compose setup
├── requirements.txt                       # Python dependency manifest
└── manage.py                              # Django management command entrypoint

Components

Layer	Paths	Responsibility
Summerfest Core Configuration Layer	`summerfest/settings.py`, `summerfest/urls.py`, `summerfest/asgi.py`, `summerfest/wsgi.py`	Initializes the Django application shell, including global settings, middleware, database wiring, static file routing, app registration, root URL routing, and deployment entrypoints for ASGI and WSGI servers.
Public API Entry Layer	`api/urls.py`, `api/views.py`, `api/permissions.py`, `api/serializers.py`	Handles the public backend flow, including request routing, X-Api-Key validation, submission creation for Sistech and Datathon, event window retrieval and creation, duplicate email checks, file upload to AWS S3, and serializer-based request and response shaping.
Admin Authentication Layer	`api/auth_views.py`	Handles the protected admin access flow, including username-password authentication against Django users, token creation, logout token invalidation, and token verification for already logged-in admin sessions.
Admin Submission Management Layer	`api/admin_views.py`	Handles the internal admin workflow, including paginated submission loading, detail retrieval, submission verification updates, deletion, CSV export, ZIP export, single submission download, and filtered listing across Datathon and Sistech data.
Datathon Domain Layer	`datathon/models.py`, `datathon/admin.py`	Stores and organizes the Datathon business entities, including team submissions, linked team members, event windows, Django admin integration, and presigned URL helpers for payment files, selection tasks, and KTM uploads.
Sistech Domain Layer	`sistech/models.py`	Stores and organizes the Sistech business entities, including participant biodata, selected program and path, confirmation flags, event windows, and requirement file references used by the admin and public API flows.
Hackathon Event Layer	`hackathon/models.py`	Stores the Hackathon event window model that is exposed through the public event endpoint.
Runtime Bootstrap Layer	`manage.py`, `scripts/docker-entrypoint.sh`, `Dockerfile`, `dev.docker-compose.yml`, `requirements.txt`	Provides the executable and operational foundation for the backend service, including local management commands, container startup steps, dependency installation, image build configuration, and local Docker-based development orchestration.

☁️ Operational Playbook

Infrastructure

Cloud Provider: Pusilkom
Link: http://api.event.ristek.cs.ui.ac.id

Environment Variables

Key	Description	Default (Dev)	Sensitive?
API_KEY	API key used for authenticating service requests	—	Yes
AWS_ACCESS_KEY_ID	AWS access key used to access S3 services	—	Yes
AWS_SECRET_ACCESS_KEY	AWS secret key used for S3 authentication	—	Yes
AWS_S3_REGION_NAME	AWS region where the S3 bucket is hosted	ap-southeast-1	No
AWS_S3_SIGNATURE_VERSION	Signature version used for AWS S3 requests	s3v4	No
AWS_S3_FOLDER_PREFIX	Default folder prefix for stored files in S3	production	No
AWS_STORAGE_BUCKET_NAME	Name of the S3 bucket used for file storage	ristek-summerfest	No
DATABASE_URL	Full PostgreSQL connection string used by the application	—	Yes
POSTGRES_DB	Name of the PostgreSQL database	summerfest_be_prod	No
POSTGRES_USER	Username used to connect to PostgreSQL	postgres	No
POSTGRES_PASSWORD	Password used for PostgreSQL authentication	—	Yes
EMAIL_HOST	SMTP server used to send emails	smtp.gmail.com	No
EMAIL_PORT	Port used for SMTP communication	587	No
EMAIL_HOST_USER	Primary email address used for sending emails	datathon@ristek.cs.ui.ac.id	No
EMAIL_HOST_PASSWORD	Password for the primary email account	—	Yes
EMAIL_HOST_USER_2	Secondary email address used for sending emails	sistech@ristek.cs.ui.ac.id	No
EMAIL_HOST_2_PASSWORD	Password for the secondary email account	—	Yes
MAILER_SERVICE_URL	URL of the external mailer service	https://mailer.ristek.cs.ui.ac.id	No
MAILER_AUTH_TOKEN	Authentication token for mailer service	—	Yes
ENV	Application environment (e.g., dev, staging, production)	production	No
PORT	Port on which the application runs	8003	No
SECRET_KEY	Secret key used for signing tokens and security	—	Yes
SERVICE_URL	Base URL of the application service	https://api.event.ristek.cs.ui.ac.id	No

🙋Questions

🗒 List of frequently asked questions or question that need to be answered that is related to this initiative ..

🔎 Background

Overview​

Stakeholders​

Scope & Boundaries​

⚙️ Architecture & Design

System Diagram​

Architecture Decisions (ADRs)​

💻Technical Specifications

API Documentation​

GET /api/submissions-sistech/​

POST /api/create-submission-sistech/​

GET /api/submissions-datathon/​

POST /api/create-submission-datathon/​

GET /api/events-datathon/​

POST /api/events-datathon/​

POST /api/upload-file/​

POST /api/check-email-sistech/​

POST /api/check-email-datathon/​

POST /api/admin/login/​

POST /api/admin/logout/​

POST /api/admin/verify-token/​

GET /api/admin/datathon/team-members/​

GET /api/admin/datathon/submissions/​

GET /api/admin/datathon/submissions//​

PATCH /api/admin/datathon/submissions/​

DELETE /api/admin/datathon/submissions/​

GET /api/admin/datathon/sub-members/​

GET /api/admin/sistech/submissions/​

GET /api/admin/sistech/submissions/​

DELETE /api/admin/sistech/submissions/​

GET /api/admin/sistech/submissions//files/<file_type>/​

Data Model/Schema​

Project Structure​

Components​

☁️ Operational Playbook

Infrastructure​

Environment Variables​

🙋Questions

Overview

Stakeholders

Scope & Boundaries

System Diagram

Architecture Decisions (ADRs)

API Documentation

`GET /api/submissions-sistech/`

`POST /api/create-submission-sistech/`

`GET /api/submissions-datathon/`

`POST /api/create-submission-datathon/`

`GET /api/events-datathon/`

`POST /api/events-datathon/`

`POST /api/upload-file/`

`POST /api/check-email-sistech/`

`POST /api/check-email-datathon/`

`POST /api/admin/login/`

`POST /api/admin/logout/`

`POST /api/admin/verify-token/`

`GET /api/admin/datathon/team-members/`

`GET /api/admin/datathon/submissions/`

`GET /api/admin/datathon/submissions//`

`PATCH /api/admin/datathon/submissions/`

`DELETE /api/admin/datathon/submissions/`

`GET /api/admin/datathon/sub-members/`

`GET /api/admin/sistech/submissions/`

`GET /api/admin/sistech/submissions/`

`DELETE /api/admin/sistech/submissions/`

`GET /api/admin/sistech/submissions//files/<file_type>/`

Data Model/Schema

Project Structure

Components

Infrastructure

Environment Variables