💬 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
1
bid fix left (DCE)
all 19 conflicts resolved via letters + master workbook
3
dates truly unverified
+ 8 lapsed EPs where blank is correct until they re-apply
🎯 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 (1 fix left — all 19 conflicts resolved Jul 26 via letters + master workbook)
16 corrected from the letters; the last 3 were settled against the 2027 IASF Qualifying Event Bid Application workbook (source of truth for past events):
DCE Nationals 2026 — ✏️ Change Dance PP 4→2, AL 3→4. Attribution solved: the workbook's season tabs show DCE's event was called Asia Pacific Grand Internationals through the 2025 season and became DCE Nationals in 2026 (same lineage — DCE Nationals' prior-season date IS Asia Pacific's 2425 date). Same event, renamed; the letter reused the old name. The 2425 tab (D 2PP/4AL) and the letter agree; Airtable's 4/3 traces to a transposed cell in the Approved tab. (Fix pending — Airtable write access hiccuped; one manual edit or Hanako's Claude retries.)
✅ Elite Cheerleading Championships 2025 — CLOSED, keep Airtable. Workbook 2425 tab: Cheer 5PP/10AL, Dance 3PP/6AL — matches Airtable exactly. The Varsity Europe letter (5/15, 1/4) is the outlier.
✅ Sea To Sky 2024 — CLOSED, keep Airtable. Workbook 2324 tab: Approved, Cheer 2PP/6AL, Dance 0 — matches Airtable exactly, despite the letter still reading PENDING.
🔶 Side-finding: the base has both "Asia Pacific Grand Internationals" and "DCE Nationals" as separate EPs — same real event under old/new names. Merge candidate for the duplicate-prevention work.
📅 Dates (3 truly unverified · 8 lapsed EPs where blank is correct)
Checked against the 2027 IASF Qualifying Event Bid Application workbook (source of truth for past events) on Jul 26. Every date currently in Airtable for these EPs matches the workbook — no stored date is wrong. What remains splits into two very different groups:
⚠️ Truly unverified — confirm with the EP:
Cheer Festival Championship (MX) — Date2027 = Nov 28, 2026, but this EP appears nowhere in the master workbook (never an approved EP in any season tab). Date has no source-of-truth backing.
Battle on the Island (Jamaica) — Date2027 = Nov 21, 2026 = the value the audit flagged as a probable double-entry; also absent from the master workbook entirely.
Pan Pacific Cup — Date2027 = Feb 28, 2027: no 2026/27 application exists in the workbook to support it. (Date2026 = Aug 22, 2025 ✓ confirmed. Note: run by Aussie Gold Cheer & Dance.)
💤 Lapsed EPs — blanks are accurate until they re-apply; this is really an "are they still an EP?" question (overlaps the 2027 chase list):
21CC Internationals — last real date Dec 7, 2024 ✓; 2425 status "Tentative – Provisional"; nothing since.
CCCHILE National — Date2026 Oct 31, 2025 ✓; no 2026/27 application yet.
Energize Nationals — Jun 8, 2024 ✓; workbook: "Interview at Worlds 2024", "no website, no follow up". Likely lapsed — consider dropping rather than chasing.
Next Generation Championships (PR) — Apr 13, 2024 ✓; workbook: "Business status pending", 2025 approval was pending. Status question, not a dates question.
Pink Championship — all stored dates ✓ through Dec 13, 2025; no 2026/27 application yet, so 2027/28 stay blank.
🔧 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