💬 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
✓
bid counts: all 19 resolved
letters + master workbook, corrections applied
3
dates to verify with EPs
everything else reconciled against the master workbook
🎯 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).
Everything else is resolved: all 19 bid conflicts corrected or confirmed (letters + master workbook, Jul 26), and every stored date reconciled against the master workbook. Lapsed EPs with blank dates live on the 2027 chase list, not here.
📅 Cheer Festival Championship (MX) — Date2027 = Nov 28, 2026 has no source-of-truth backing (EP appears nowhere in the master workbook). Confirm with EP.
📅 Battle on the Island (Jamaica) — Date2027 = Nov 21, 2026 is the suspected double-entry value from the raw application; EP also absent from the master workbook. Confirm with EP.
📅 Pan Pacific Cup — Date2027 = Feb 28, 2027 has no 2026/27 application behind it. Confirm with EP (run by Aussie Gold Cheer & Dance).
Opens a pre-addressed email with a header per review item — type your response/action under each and send.
🔧 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
ACTIVERostering site ↔ Airtable flow — Hanako building (started Jul 26): EPs base + separate Teams base fed from the IASF Rostering site, so social media can be built from it; plus an additional form/questionnaire
✅ 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 resolved — 17 corrected in Airtable (incl. DCE Nationals 2026 after solving the Asia-Pacific-Grand rename), 2 confirmed correct as stored (ECC 2025, Sea To Sky 2024). Verified against the letters + the master workbook. Patterns: 2026 Australia block had Dance PP/AL scrambled in one entry batch; 2024 records carried June-migration parse artifacts.
Jul 26: all EP dates reconciled against the master workbook — no stored date wrong; 8 lapsed-EP blanks confirmed accurate (folded into the 2027 chase list); DCE Nationals = renamed Asia Pacific Grand Internationals (duplicate-EP merge candidate noted)
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