💬 Marcy — ask your Claude anything about this system
Open Claude and paste:
Read https://iasf-dev-hq.pages.dev/handbook.md and answer my questions about the IASF EP system.
The handbook is the full written guide behind this page. For live data questions ("what stage is X at?"), connect your Airtable account to Claude (Settings → Connectors) and ask against the base directly.
2026 event ran, no 2027 app — review before sending
3
bid counts to review
16 fixed from letters Jul 26 — 3 need a call
11
EPs must confirm dates
2 self-resolved via July applications
🎯 Marcy — your next steps
Review the bid-count conflicts & event dates in the review list below (3 bid calls + 11 date confirmations, each with context and a record link).
Send 2027 applications — Send Forms interface. 22 EPs are flagged ☑️ 2026 bid event complete (2026 event ran, no 2027 application). ⚠️ We can't tell from the base who already got a Formstack link earlier in the cycle — Formstack sends weren't tracked. Confirm the sent-list against Formstack (or just re-send the Airtable prefilled link to everyone who should still be invited; a duplicate invitation is harmless, a missed EP isn't). From now on every send stamps 2027 AppSent, so this ambiguity ends here.
Send 2028 applications — same Send Forms interface. 16 EPs flagged ☑️ 2027 bid event complete — ready for their 2028 link.
Review the Build / To-Do list below and tell Hana: what should be prioritized, what's missing, what can be deleted.
⚠️ Standing rule: returning EPs always get their prefilled link, never the blank form — the blank form creates duplicate records.
🔍 Review list — every item links to its record
☑ Tick items as you finish them — checks save in this browser only (your personal tracker, not shared between people or devices).
💰 Bid counts (3 open — 16 corrected from the letters, Jul 26)
All 19 conflicts were checked against the actual privilege letters. 16 were clear data-entry/migration errors and have been corrected in Airtable (see Done). These 3 need a human call:
DCE Nationals 2026 — Airtable Dance PP4/AL3; letter says PP2/AL4. But: the DCE 25-26 letter is written for the Asia Pacific Grand Internationals (DCE runs both events). Decide which application these bids belong on before correcting.
Elite Cheerleading Championships 2025 — Letter (Varsity Europe) says C 0/5/15 + D 0/1/4; Airtable's C 0/5/10 + D 0/3/6 exactly matches ECC's own 2026 and 2027 grants. Official document vs. realistic pattern — Marcy to rule.
Sea To Sky 2024 — Airtable holds C 0/2/6; the only letter on file is the blank PENDING one. Leave until a real letter exists.
📅 Dates needing EP confirmation (11) — fix on the EP record's Date columns
Dates were cleared in the June audit where they turned out to belong to a different event. ✅ Two have since self-resolved: Atlantic Showdown and Cheerleader Classic submitted 2027 applications in July, which auto-filled their real dates. Every EP that re-applies fixes their own dates — most of the list below is also on the 2027 chase list, so one "please apply" outreach solves both.
21CC Internationals — Date2026 + 2027 blank. Cleared: values were DCE Nationals dates. Last verified: Dec 7, 2024.
CCCHILE National — Date2027 blank (was a DCE date). Date2026 = Oct 31, 2025 is verified.
Cheer Festival Championship (MX) — audit cleared 2026/2027 (they were Scotcheer dates), but Date2027 now shows Nov 28, 2026 — filled after the audit. Confirm where that came from, then close.
Battle on the Island (Jamaica) — ⚠️ Date2027 shows Nov 21, 2026 — the exact value the audit flagged as a probable double-entry error in the raw application. Don't trust without EP confirmation.
🔧 Build to-do list (mirrors the TO DO boxes on the flow page)
TO DOPrivilege automation — status → Privilege Sent auto-sends a pre-filled, non-editable form for the EP to return (via Review Apps interface flow). Template now in hand ✓
TO DOChase-list process — build out the "sent but never returned" workflow (Ready for 2027 Link flag is the raw material)
TO DOConflicts Flags script patch — paste the updated script so Privilege Sent/Returned count as "had bids" (prevents false No-Bids flags next season)
IDEA"Application received" auto-email to Marcy — confirm wanted, then build
TO DOLicence / police-check validity checker — stage-3 review is manual today
DECIDERostering-system indicator — how the application marks "EP setup complete in the new rostering system" (likely checkbox/date)
TO DODuplicate prevention — blank-form vector
TO DOSeason roll-forward guide (now includes _StageYYYY helper, Stage rollup, AppSent, Ready-for-link, flags year map)
TO DOCleanup: delete the 5 🗑️-marked EP fields (UI), dead For Review interfaces, Marcy's 2027 outreach view; stray People link fields pending Hanako's OK
TO DORetire Formstack + Make bridge → Airtable forms only
PARKEDRostering system ↔ Airtable reporting — deliberately not being built yet
✅ Done
🏗️ Base architecture & pipeline
Base live: 5 tables, prefill loop, flags, bid math (spring 2026)
June refactor: bids, statuses & flags moved from EPs to per-year Applications; EPs became lookup-driven; backfill migrations run
Jul 26 restructure: full per-cycle lifecycle on AppStatus (For Review → Approved → Privilege Sent → Privilege Returned), 2027/2028 Stage columns side by side on EPs, per-app StageLog audit trail, 12 apps backfilled
Prior-year date columns protected — new submissions can no longer clobber cleaned-up history
⚙️ Automations & send system
People Upsert live (Jun 3) — one script replaces two old automations, never blanks data
Conflict Flags computing nearby events, date drift, season checks
Send 2027/2028 App Link buttons stamp AppSent dates; both send interfaces built and pulling events correctly
☑️ "bid event complete" flags live for both cycles — 2028 send list and 2027 chase list populate themselves
Verify ID Documents to-do automation (targeted; replaced the every-update spam version; 330 junk tasks deleted; broken upload automation removed)
Jul 26: all 19 bid-count conflicts checked against the actual letters — 16 corrected (pattern: 2026 Australia block had Dance PP/AL scrambled in one entry batch; 2024 records carried June-migration parse artifacts). 3 remain above.
4-year event-dates audit — 6 events corrected & pushed; 2 more self-resolved via July applications; EP-confirmation list above
Per-application PrivilegeLetter attachments + all-years lookup on EPs
Jul 26 field cleanup: Templates table deleted (email text lives in the Send automations); Agreement fields de-year-prefixed (Agreement / Agreement PDF / Signed By); 5 legacy EP fields marked 🗑️ for one-click deletion