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Merge pull request #9 from foundersandcoders/feature/ap-17-admin-calendar-page
feat: admin events page with cohort filter
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‎.claude/agents/report_writer.md‎

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---
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name: report_writer
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description: Keeps report.md (the project's report) updated
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model: sonnet
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tools:
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- Read
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- Write
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- Bash
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---

‎docs/planning/sprint02_review.md‎

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# Sprint 2 Review
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**Sprint:** 2
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**Dates:** 19–29 December 2025
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**Duration:** ~6 working days (including Christmas break)
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---
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## Summary
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Sprint 2 focused on authentication and event management foundations. Completed magic link auth with role-based protection, Resend email integration, and Events CRUD service. AP-17 (admin events page) was partially completed and refined after discovering additional requirements for public events.
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---
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## Metrics
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| Metric | Value |
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|--------|-------|
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| Planned | 9 tickets, 18 story points |
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| Completed | 7 tickets, 12 story points |
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| Carried Over | 1 ticket (AP-17), partially done |
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| Velocity | 12 points |
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| Commits | 67 |
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| PRs Merged | 7 (#2–#8) |
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---
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## Completed Tickets
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| Key | Summary | Points | Status |
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|-----|---------|--------|--------|
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| AP-10 | Create Events table in Airtable | 1 | Done |
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| AP-11 | Add Event link field to Attendance table | 1 | Done |
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| AP-12 | Create Staff table in Airtable | 1 | Done |
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| AP-13 | Set up Resend email integration | 2 | Done |
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| AP-14 | Implement magic link authentication | 3 | Done |
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| AP-15 | Role-based route protection (SvelteKit hooks) | 2 | Done |
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| AP-16 | Event service module (Airtable CRUD) | 2 | Done |
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---
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## Carried Over
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| Key | Summary | Points | Progress |
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|-----|---------|--------|----------|
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| AP-17 | Admin events page (cohort events, registered users) | 2 | ~25% - load function created |
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**Reason:** During implementation, we discovered the need to handle public events (no cohort) and external attendees (not in Airtable). Story was split to deliver incrementally.
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---
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## New Ticket Created
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| Key | Summary | Points |
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|-----|---------|--------|
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| AP-19 | Public events and external attendee check-in | 3 |
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Split from AP-17 to handle:
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- Events without cohort (open to all)
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- External Name/Email fields on Attendance table
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- Public check-in flow for unregistered attendees
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---
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## Deliverables
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**Authentication System:**
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- Magic link auth with 15-min JWT tokens
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- Separate staff/student login flows
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- 90-day session cookies
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- `src/lib/server/auth.ts` — token generation/verification
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- `src/lib/server/session.ts` — cookie helpers
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**Route Protection:**
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- `src/hooks.server.ts` — middleware for protected routes
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- `/admin/*` → staff only
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- `/checkin` → any authenticated user
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- Login pages redirect if already authenticated
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**Email Integration:**
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- Resend configured for magic link delivery
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- `src/lib/server/email.ts` — email service
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- Environment variable for sender email
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**Events Service:**
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- Full CRUD operations in `src/lib/airtable/events.ts`
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- TypeScript types in `src/lib/types/event.ts`
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- Unit tests with Vitest mocks
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- Manual test script for verification
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**Schema Updates:**
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- Events table with Name, DateTime, Cohort, EventType, Survey fields
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- Attendance → Event link field
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- Staff table with singleCollaborator field
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- Updated `docs/schema.md` with relationships diagram
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---
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## Key Decisions
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1. **Separate login flows:** Staff and students have distinct endpoints and pages for clearer UX
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2. **Field IDs over names:** All Airtable queries use field IDs to prevent breakage if fields are renamed
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3. **Factory pattern:** Airtable clients use factory functions for testability
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4. **Story splitting:** AP-17 split into cohort-specific (AP-17) and public events (AP-19) for incremental delivery
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---
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## Design Decision: External Attendees
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Discovered during AP-17 that we need to support:
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- Open events (no cohort) visible to everyone
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- External attendees not registered in Airtable
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**Solution:** Add `External Name` and `External Email` fields to Attendance table.
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| Field | Registered User | External User |
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|-------|-----------------|---------------|
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| Apprentice (link) | ✓ Populated | Empty |
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| External Name | Empty | ✓ Populated |
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| External Email | Empty | ✓ Populated |
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Each attendance record has either an Apprentice link OR External fields (not both).
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---
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## Risks Identified
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| Risk | Mitigation |
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|------|------------|
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| Public check-in abuse | Rate limiting, time-window validation |
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| EventType changes in Airtable | Documented in README, requires code update |
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| filterByFormula uses field names | Documented which queries use names vs IDs |
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---
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## Retrospective Notes
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**What went well:**
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- Authentication system working end-to-end
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- Clean separation of concerns (auth, session, email, events)
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- Good test coverage for auth and events modules
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- Sprint review caught scope gap early
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**What could improve:**
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- Initial story estimation missed public events requirement
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- Christmas break disrupted momentum
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**Action items for Sprint 3:**
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- Complete AP-17 (admin events page for cohort events)
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- Implement AP-18 (event create/edit/delete UI)
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- Begin AP-19 (public events + external check-in) if time permits
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---
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## Next Sprint Focus
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Sprint 3 will deliver the complete event management system and full check-in flow:
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**Event Management:**
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- AP-17: Admin events page (display, filter by cohort)
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- AP-18: Event create/edit/delete UI
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**Check-in Flow:**
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- AP-19: Public events + external attendee check-in
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- Attendance service module (record check-ins to Airtable)
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- Check-in UI for registered users (staff/students)
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With authentication, route protection, and Events CRUD foundations in place, the project has momentum to deliver end-to-end functionality.

‎docs/planning/sprint03.png‎

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‎docs/scratchpad.md‎

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Show mii plaza
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integrstion with LUMA
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Integration with LUMA
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Workshops for external people (emails not on airtable)

‎docs/user-stories.md‎

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## Epic 1: Attendance Management
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### US-1: Event management
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**As** FAC staff
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**I want to** create, modify, and delete events via a calendar interface
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**As** FAC staff
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**I want to** create, modify, and delete events via an admin interface
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**So that** I can manage the training schedule and enable attendance tracking
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**Acceptance Criteria:**
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- Calendar view displays existing events from Airtable
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- Create event: select date, cohort, and event type (regular class, workshop, hackathon)
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- Edit event: update date, cohort, or event type
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- Delete event: remove event from Airtable
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- Event syncs to Attendance (Current) table
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- Admin page displays existing events from Airtable (list view)
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- Filter events by cohort
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- Create event: name, date/time, cohort (optional), event type
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- Edit event: update any field
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- Delete event: remove from Airtable
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- 4-digit check-in code auto-generated for each event
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- Event type stored for filtering and reporting
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**Event Types:**
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- Cohort event (has cohort) → only that cohort's apprentices can check in
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- Open event (no cohort) → anyone can check in (registered + external)
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---
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### US-2: Check-in to event
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**As an** apprentice
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**I want to** register my attendance by tapping an NFC sticker or scanning a QR code
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**As an** apprentice
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**I want to** register my attendance by tapping an NFC sticker or scanning a QR code
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**So that** I can check in quickly without manual roll calls
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**Acceptance Criteria:**
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- Attendance record written to Airtable
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- Confirmation message displayed
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#### Check-in Workflow (Detailed)
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**Single URL:** `/checkin` - used for all check-in methods (QR, NFC, direct link)
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**Event Types:**
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| Type | Has Cohort | Who Can Attend |
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|------|------------|----------------|
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| Cohort Event | Yes | Only apprentices in that cohort |
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| Open Event | No | Anyone (registered + external) |
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**Flow 1: Registered User (has session cookie)**
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```
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/checkin
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↓
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Show available events:
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- User's cohort events
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- All open events (no cohort)
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↓
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One-tap check-in button
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↓
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Attendance record created (linked to Apprentice)
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```
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**Flow 2: Registered User (no session)**
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```
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/checkin
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↓
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Show login prompt
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↓
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Enter email → Magic link sent
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↓
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Click link → Session created (90 days)
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↓
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Redirect to check-in → Show events → One-tap check-in
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```
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**Flow 3: External User (public events only)**
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```
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/checkin
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↓
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Select "Check in to public event"
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↓
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Enter 4-digit event code (displayed at venue)
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↓
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Enter name + email
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↓
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Attendance record created (External Name/Email fields)
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```
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**Security:**
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| User Type | Security Mechanism |
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|-----------|-------------------|
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| Registered | Magic link authentication (email verification) |
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| External | 4-digit event code (proves physical presence) |
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**Edge Case:** If external user enters email that matches an Apprentice record → prompt them to log in instead (keeps attendance data consistent)
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**Airtable Attendance Record:**
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| Field | Registered User | External User |
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|-------|-----------------|---------------|
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| Apprentice (link) | ✓ Populated | Empty |
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| External Name | Empty | ✓ Populated |
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| External Email | Empty | ✓ Populated |
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| Event (link) | ✓ | ✓ |
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| Check-in Time | ✓ | ✓ |
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| Status | ✓ | ✓ |
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---
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### US-3: Attendance chase email

‎scripts/schema-2025-12-27-12-06-09.md‎

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# Airtable Schema
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## Learners / Events - Apprentice Pulse
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Table ID: `tblkbskw4fuTq0E9p`
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| Field | ID | Type |
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|-------|-----|------|
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| Name | `fldMCZijN6TJeUdFR` | singleLineText |
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| FAC Cohort | `fldcXDEDkeHvWTnxE` | multipleRecordLinks |
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| FAC Cohort (from FAC Cohort) | `fldsLUl1MrhhsVBe7` | multipleLookupValues |
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| Date Time | `fld8AkM3EanzZa5QX` | dateTime |
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| Survey | `fld9XBHnCWBtZiZah` | url |
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| Select | `fldo7fwAsFhkA1icC` | singleSelect |
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‎scripts/schema-2025-12-27-14-56-17.md‎

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# Airtable Schema
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## Learners / Attendace - Apprentice Pulse
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Table ID: `tblkDbhJcuT9TTwFc`
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| Field | ID | Type |
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|-------|-----|------|
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| Id | `fldGdpuw6SoHkQbOs` | autoNumber |
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| Apprentice | `fldOyo3hlj9Ht0rfZ` | multipleRecordLinks |
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| Cohort | `fldn53kWDE8GHg2Yy` | multipleLookupValues |
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| Checkin Time | `fldvXHPmoLlEA8EuN` | dateTime |
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| Status | `fldew45fDGpgl1aRr` | singleSelect |
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| Event | `fldiHd75LYtopwyN9` | multipleRecordLinks |
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| Date Time (from Event) | `fldokfSk68MhJGlm6` | multipleLookupValues |
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| FAC Cohort (from FAC Cohort) (from Event) | `fldE783vnY3SLjmh7` | multipleLookupValues |
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| FAC Cohort (from Event) | `fldkc9zLJe7NZVAz1` | multipleLookupValues |
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## Learners / Events - Apprentice Pulse
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Table ID: `tblkbskw4fuTq0E9p`
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| Field | ID | Type |
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|-------|-----|------|
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| Name | `fldMCZijN6TJeUdFR` | singleLineText |
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| FAC Cohort | `fldcXDEDkeHvWTnxE` | multipleRecordLinks |
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| FAC Cohort (from FAC Cohort) | `fldsLUl1MrhhsVBe7` | multipleLookupValues |
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| Date Time | `fld8AkM3EanzZa5QX` | dateTime |
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| Survey | `fld9XBHnCWBtZiZah` | url |
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| Select | `fldo7fwAsFhkA1icC` | singleSelect |
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| Attendace - Apprentice Pulse | `fldcPf53fVfStFZsa` | multipleRecordLinks |
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| Name - Date | `fld7POykodV0LGsg1` | formula |
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‎src/lib/airtable/airtable.ts‎

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cohortNumber: string | null;
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}
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export interface Cohort {
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id: string;
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name: string;
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}
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export type UserType = 'staff' | 'student';
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export function createAirtableClient(apiKey: string, baseId: string) {
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return apprenticeRecords.length > 0;
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}
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/**
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* List all cohorts
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*/
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async function listCohorts(): Promise<Cohort[]> {
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const cohortsTable = base(TABLES.COHORTS);
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const records = await cohortsTable
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.select({
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returnFieldsByFieldId: true,
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})
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.all();
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return records.map(record => ({
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id: record.id,
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name: (record.get(COHORT_FIELDS.NUMBER) as string) || record.id,
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}));
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}
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return {
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getApprenticesByFacCohort,
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findUserByEmail,
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findStaffByEmail,
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findApprenticeByEmail,
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listCohorts,
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};
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}

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