Reflects the July 26, 2026 restructure (stage now tracked per application year on the Applications table) · ← back to dashboard · full handbook
EP what the Event Producer sees/does
MARCY her to-dos, with 📍 where she works
AUTO happens by itself — nothing for anyone to do
TO DO open build items for this stage
1
Sending the application
Marcy · automation flags who's due
EP point of view
An email from Marcy (marcy@iasfworlds.com) lands in the inboxes of every listed contact: "IASF Bid Application: IASF Worlds 2027." It contains one link.
Returning EPs get a personal link — the form opens with ~40 fields already filled from their last application.
Who's due? From the 2028 cycle on, the Ready for 2028 Link flag (see stage 6) shows which EPs need a link — no guessing.
Chase list: AppSent date filled + no application for that year = sent but never returned.
⚠️ Returning EPs must always get their prefilled link — sending them the blank form creates duplicate records.
AUTO
Email goes out from the SCORING email with the right link.
Airtable automations doing the work: Send 2027 App Link and Send 2028 App Link.
Today's date is stamped in 2027 AppSent / 2028 AppSent on the EP.
📧 The exact email that goes out
Subject: IASF Bid Application: IASF Worlds 2027 (or 2028). To edit this text, open the Send 2027 App Link / Send 2028 App Link automations in Airtable — the email body lives in each automation's Gmail step (edit both to keep the years in sync).
Hello [Event Name] contacts,
You are receiving this email as you were listed as a contact on your most recent IASF Worlds Bids application form.
Thank you for your continued support of the IASF Cheerleading and Dance World Championships.
Below is your pre-filled application form for bids to the 2027 IASF Cheerleading and Dance World Championships. Please confirm that the linked information is still correct and current for your business.
[Fill out your application form by clicking here] ← their prefilled link
If you have any questions please do not hesitate to reach out,
Marcy Kuzemchak
IASF Director
(+ confidentiality disclaimer)
TO DO Build out the chase list process (view/automation for "sent but never returned").
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2
EP applies
EP · then everything is automatic
EP point of view
Opens the link, confirms or updates their info, signs, submits. For returning EPs this is mostly a "check that nothing changed" exercise. This is the EP's entire job at this stage.
📋 What the form asks for
Business: name, phone, mailing address, business licence upload, website, socials, logo
📍 Nothing to do — records appear in Applications / EPs / People tables on their own
AUTO — the submission cascade
Applications row created — the frozen snapshot for that year. Status set to For Review; StageLog starts its audit trail.
Overwrite EPs Table: new EP → EP record created; returning EP → refreshed. Event dates map into the year columns (current season → Date2027, next → Date2028). Prior-year dates are never touched — cleaned-up history is protected.
People Upsert: Primary / Main Contact / Contact 2 created or updated in People and linked — no re-typing contacts, ever.
Conflict Flags: computes nearby events (250/350 km), year-over-year date drift, Season 2 check, no-app / no-bids last season, date-proximity conflicts.
TO DO Idea to confirm: new "Application received" auto-email to Marcy so she knows without checking the base?
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3
Marcy reviews → sends bid privilege
Marcy · the human gate
EP point of view
Quiet period. Then the Bid Privilege letter arrives: their granted bid counts (Full Paid / Partial Paid / At-Large, for Cheer and Dance) plus the agreement to sign.
If something's off (conflicting event dates, missing info), Marcy may reach out with questions first.
Work the Conflict Flags (nearby events, date drift, Season 2, no-app/no-bids last season)
Check business licence & police/background check are valid
Look at last event's attendance (previous-season Cheer/Dance team counts)
Compare the PrivilegeCalculation suggested bid math
Type the granted bids into the six bid fields (Dance & Cheer × FP/PP/AL) — deliberately manual; the formula only suggests.
Set status → Approved (or Denied / Tentative).
Send the privilege letter + agreement, drop the letter PDF into the application's PrivilegeLetter attachment, set status → Privilege Sent.
AUTO
StageLog timestamps every status change.
Suggested bids: Dance PP = teams÷30, AL = PP×2, FP = teams÷75 · Cheer PP = teams÷50, AL = PP×2, FP = teams÷75 (FP only if interested).
TO DO
Licence/police-check validity checker not built yet — manual for now.
Privilege automation (planned): setting status to Privilege Sent should auto-send a pre-filled, non-editable form for the EP to return — requires updating the flow from the Review Apps interface pages.
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4
EP accepts bid privilege
EP signs · Marcy confirms
EP point of view
Signs and returns the agreement → they are a confirmed Worlds qualifying event. They also get the bid & rostering instructions for the teams at their event.
📄 Bid & rostering instructions given to EPs (legacy doc)
The "How to use" Google Doc covers: bid process & funding caps (Paid ≤$25k/team, Partial ≤$5k), 72-hour bid acceptance (Cheer form / Dance form), bid limitations, division/team-size rules, crossovers, Season 1 vs Season 2 rostering (50% original-athlete rules, wild cards), and the IASF roster templates teams submit at qualifying events.
⚠️ This described the old Google Drive upload workflow. The new rostering system replaces the Drive uploads — this doc stays as the rules reference until rewritten.
Marcy's steps
📍 Works in: Applications table (the year's application record) · her 2027 outreach view = confirmed EPs + contacts
Signed agreement comes back → set status → Privilege Returned. The EP is locked in for Worlds.
Use the outreach view (AppYear = 2027, status Privilege Sent/Returned) as the stable contact list for pre-Worlds communication — it's a frozen snapshot the 2028 cycle can't overwrite.
AUTO
StageLog records the confirmation. EP's 2027 Stage column now shows Privilege Returned.
TO DO How to mark in Airtable that the EP has completed their setup in the new rostering system (replaces the old "sent them a Drive folder" step). Likely a checkbox/date on the application — decision pending, not built.
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5
EP holds their event & reports bid winners
EP · rostering system, not Airtable
EP point of view
Runs the qualifying event on the date they declared (Date2027 in the base). Teams submit rosters; bids are awarded per the published procedures; the EP enters bid-winning teams into the rostering system, which gives those teams their own access for Worlds registration.
Marcy's steps
📍 Nothing in Airtable at this stage — winner reporting lives in the rostering system
AUTO
The event date already sitting on the EP record starts the stage-6 countdown — nothing to enter.
TO DO Reporting that talks between the rostering system and Airtable — scoped later, deliberately not being built yet.
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6
Next season's application goes out
automation flags · Marcy sends
EP point of view
About a week after their event, the next application email arrives — same as stage 1, but for Worlds 2028, and the form is prefilled with everything from the application they just completed (the prefill loop: each submission refreshes next year's form).
Marcy's steps
📍 Works in: EPs table — filter on Ready for 2028 Link = ✅ — open EPs
Filter (or watch a view of) ✅ Ready to send.
Click Send 2028 App Link for each. Done — the loop restarts at stage 2.
AUTO
Ready for 2028 Link flips ✅ when: event date + 7 days has passed, no 2028 link sent yet, no 2028 application received. It un-flags itself once she sends or the app arrives.
Button sends the 2028 email (same text as stage 1, 2028 links) + stamps 2028 AppSent.
Nothing emails EPs without Marcy approving — the automation only flags.
🔁 And the loop closes: the 2028 application creates a new Applications row while 2027 stays frozen — the EP record shows both cycles side by side (2027 Stage: Privilege Returned · 2028 Stage: For Review), and stages 2–6 repeat.