Admin Guide

Overview

Event Manager is where you create, edit, cancel, and reinstate events. It has three top-level tabs: Events, Registrations, and Notifications. Events appear on the public calendar, upcoming events widget, and home page registration bar.

Permission required: eventManager or admin role.

Events Tab — Event Form Fields

The event editor has inner tabs across the top: Event Details (the fields above) · 📝 Description · 💵 Payment Details · Event Registrants · 🔔 Notifications. The Payment Details tab is covered next.

💵 Payment Details Tab — Paid Event Registration

For events with Registration Type = Internal, the Payment Details inner tab controls how attendees pay. When a fee is set, the public registration page collects payment by credit card through Elavon's secure lightbox — the card is entered in Elavon's own pop-up window, so card data never touches the Teton Nation site.

What the registrant sees

On a paid event, the registration page walks the attendee through their info, then a Pay button opens the Elavon card window. On success, the registration is saved and a confirmation email is sent that includes a Payment Receipt block (amount charged, transaction ID, authorization code, date) so they have a record for their files. Free events ($0) and Test Mode events skip the card window entirely.

Registrations Sub-Tab (within Event Editor)

When editing an existing event, a Registrations sub-tab appears inside the editor (requires eventRegManager or admin permission). This gives you a quick view of who has registered without leaving the event editor.

• Inline edit — click a row to edit registration details (family name, contact, tribe, attendees, payment).
• Delete — remove individual registrations.
• CSV Download — export all registrations for the event as a CSV file.
• Email List — send a formatted registrant list with CSV attachment to any email addresses you specify.

Cancel / Reinstate Events

These are special actions at the bottom of the edit form for an existing event.

Cancelling an Event

1. Toggle "Cancel This Event" — a warning section appears.
2. Write a Cancellation Message (this is sent to all registrants who have an email on file).
3. The system shows how many registrants will receive the email.
4. Click "Confirm Event Cancellation & Send Emails".

Reinstating a Cancelled Event

1. Toggle "Reinstate This Event".
2. Optionally write a Reinstatement Message.
3. Click "Confirm Reinstatement".

If you leave the message blank, the event is reinstated silently (no email sent).

Reminders Section (within Event Editor)

Each event can have up to two email reminders and two SMS reminders configured. Set these in the Reminders section at the bottom of the event editor.

• Email Reminder 1 / 2 — choose how many days before the event to send (e.g., 7 days before, 3 days before). A live hint shows the computed send date, or a warning if the date is already in the past.
• SMS Reminder 1 / 2 — same as email, with a time picker. Shown greyed out with a "Coming Soon" badge — SMS via Twilio is pending credential setup.

When the event is saved, the system automatically queues reminder emails for all current registrants at the configured date/time (9:00 AM EDT). New registrants added later are also picked up when the queue processes.

Notifications Tab (top-level)

The Notifications top-level tab lets you send ad-hoc event update emails to all registrants for any event. This is the same template system available in the Notification Manager.

Available Templates

• Time Change — announces a new start/end time. Attaches an updated .ics calendar invite.
• Date Change — announces a new date. Attaches an updated .ics invite.
• Location Change — announces a new venue. Attaches an updated .ics invite.
• Cancellation — event is cancelled (same as the Cancel button in the editor, but allows re-sending).
• Reinstatement — event is back on.
• Thank You — post-event mass email; include an optional personal message and up to two upcoming events.
• Custom — fully custom subject and body for any other update.

Workflow

1. Select an event from the dropdown (shows events from last 3 months through future).
2. Choose a template.
3. Edit the pre-filled subject line if needed.
4. Edit the message body in the live preview area.
5. Optionally send a test email to yourself first.
6. Choose Send Now or Schedule (pick a date/time).
7. If recipient count > 90, a stagger warning is shown — the send is queued to the notification_queue table for rate-limited delivery.

Notifications

Overview

Event Reg Manager lets you view and manage registrations for all events. You can edit registration details, delete registrations, download CSV exports, email registrant lists, and manage external (NSD) registrations.

Permission required: eventRegManager or admin role.

Selecting an Event

Use the Active filter (card view of events with registration open) or the All filter (list view of past year through future). Each card/row shows the event title, date, number of registrations, and status. Click to view registrations.

Events from nationallonghouse.org (NSD / National Longhouse) are shown with an orange "NSD" badge. These come in via the email pipeline and are read-only — you cannot edit or delete NSD registrations from this page.

Internal Registrations

Internal registrations (submitted through this site) are fully editable. The registration table shows: #, Family, Tribe, Contact, Attendees, Payment, Registered date, and Actions.

Editing a Registration

External Registrations (NSD)

Registrations from nationallonghouse.org arrive automatically via email pipeline (Gmail → Mailgun → Edge Function). They are shown in read-only mode with an orange "NSD" badge. You can view all registrant details but cannot edit or delete them from this page.

The Tribe column may be blank for newly arrived NSD registrations, since NSD registration emails do not include tribe/subgroup data.

Sync Tribes Button

The Sync Tribes button (🔄) fills in missing tribe data for NSD registrations by cross-referencing the NSD member roster. This runs a two-phase flow:

1. Preview — the system fetches the NSD roster, matches names to NSD registrations, and shows you a list of planned tribe assignments. No changes are made yet.
2. Confirm — after reviewing the planned updates, click Confirm. Matched registrations get their tribe filled in. A summary shows how many were matched and any names that could not be matched automatically.

Export & Email

Download CSV

Exports all registrations for the selected event as a CSV file. Includes all fields: family name, contact, email, phone, tribe, members, ages, payment info, membership status, and registration date.

Email Registrant List

Opens a modal where you enter one or more email addresses (comma-separated). Sends a formatted registrant list with an Excel-compatible CSV attachment to those addresses.

Notifications

Overview

Tournament Manager is the most feature-rich admin page. It has four tabs:

• Manage Tournaments — create, edit, delete tournaments; view & manage registrations
• Bracket Generator — generate single or double elimination brackets from registered teams
• Active Tournaments — run live tournaments (click matches to set winners, auto-saves to cloud)
• Saved Brackets — browse, edit teams, complete, or delete saved brackets

Permission required: tournamentManager or admin role.

Manage Tab — Tournament Form

Manage Tab — Registrations Panel

Click "Regs" on any tournament row to open the registrations panel. Shows all registered teams with team name, tribe, contact info, and payment status. You can:

• Edit — change team name, tribe, contact, members, payment status.
• Delete — permanently remove the registration.

Bracket Generator Tab

1. Select a Campout and Tournament from the dropdowns (only open tournaments appear).
2. Pre-registered teams load automatically. You can Remove teams (exclude from bracket) or Add Walk-ins (teams registering on-site).
3. Optionally change the Bracket Type (Single or Double Elimination).
4. Click "Generate Bracket". The bracket is drawn with randomized seeding.
5. Click "Save Bracket" to save to the cloud. After the first save, the bracket auto-syncs every 30 seconds.
6. Shuffle re-randomizes seeding (same bracket, different matchups).

Active Tournaments Tab

Shows all tournaments with active (saved) brackets. Click "Open" to load a bracket and run the tournament live:

• Click any match to select a winner. The winner advances automatically.
• Use the Undo button on any match to clear a winner and re-pick.
• Click "Edit Teams" to fix team names, tribes, or members mid-tournament.
• When a champion is determined, the "Submit Result" section appears with champion and runner-up auto-filled.
• Optionally paste a Tournament Photo link (Google Drive share links are auto-converted).
• Click "Submit Tournament Result" to save to the results/history table.

Saved Brackets Tab

Three sub-tabs:

• Browse — view and load saved brackets.
• Edit Teams — select a bracket, then edit team names, tribes, and members. Saves back to cloud.
• Manage — mark brackets as "Complete" (removes from active list) or delete them permanently.

Notifications

Deleting a Tournament

Overview

Tribe Manager has three tabs for managing the organization's tribes, awards, and leadership roster. Changes here flow to the public pages (Tribes, Awards, Leadership).

Permission required: tribeManager or admin role.

Tribes Tab

Awards Tab

Awards are managed within Tribe Manager on the Awards tab — there is no separate Awards page for admins. Awards appear on the public Awards page and on each tribe's card on the Tribes page.

Leadership Tab

Notifications

Overview

Expense Manager is a review/admin page for expenses submitted via the public Expense Submit page. You cannot create expenses here — only review, approve, reject, and track reimbursements.

Who can access this page:

• expenseManager permission (or admin) — the super-user view. Sees and acts on every tribe's expenses. For national-level finance volunteers.
• tribeWampum permission — the tribe treasurer. Sees and acts on only their own tribe's expenses.
• tribeChief permission — the tribe chief gets the same tribe-scoped access, since chiefs sometimes handle reimbursements on the wampum's behalf.

See the "Tribe Roles: Chief vs Wampum" note in the User Manager tab for how these roles fit together.

Tribe-Scoped View (Wampum / Chief)

When a user signs in with a tribe-scoped role only (tribeWampum and/or tribeChief, but no expenseManager and not an admin), the page automatically scopes to their tribe:

• A green banner at the top reads "Reviewing expenses for [Tribe] tribe".
• The Tribe filter is pre-selected and locked to their tribe — they can't switch to another tribe.
• Only their tribe's expenses load at all (enforced server-side, not just hidden in the UI).

A user who also has expenseManager (e.g. a chief who does national finance) gets the full all-tribes view — the broader permission wins.

Status Workflow

An expense moves through three states: Pending → Approved or Rejected.

"Approved" means reviewed AND reimbursed. In this organization the wampum (or chief) reviews an expense and pays it out — typically Zelle — in one action. There's no separate "Reimbursed" status; approving the expense IS the record that it was handled and paid.

The edit panel also has optional Reimbursed By / Reimbursed Amount / Reimbursed Date fields for bookkeeping detail (who sent the money, exact amount paid, date) — useful when the reimbursed amount differs from what was requested, but not required.

Filters & Summary

Filter by Campout, Tribe, or Status (Pending, Approved, Rejected). A separate Group by dropdown (Campout / Submitter) reorganizes whatever the filters leave — see "Grouping the list" below. Summary cards at the top show expense count, total amount, Pending Review total, and Approved / Reimbursed total. (Scoped Wampum/Chief users have the Tribe filter locked — see above.)

Exporting

Two buttons next to the filters export whatever the filters currently leave (grouping is visual only and does not change the export):

• ⬇ Excel / CSV — downloads a CSV file (opens in Excel / Numbers / Google Sheets) with a summary header plus one row per expense line item.
• ✉ Email Report — opens a dialog to email that same CSV as an attachment, along with an HTML summary table in the message body, to any address you enter.

Expense Table

Expenses are grouped by submission batch (all items submitted together share a batch ID). The group header shows the campout, tribe, submitter, item count, total, and aggregate status. Click a group to expand individual line items. Click any row to open the edit panel.

Grouping the list

The Group by dropdown adds a layer of section headers above the submissions:

• No Grouping (default) — one flat list of submissions, newest first.
• Group by Campout — submissions are bucketed under a header for each campout.
• Group by Submitter — bucketed under a header for each person who submitted.

Each section header shows that section's expense count, total, and how much is still pending — useful for "what did this campout cost the tribe" or "what do we still owe this person." Click a section header to collapse or expand everything in it. Grouping runs after the filters, so you can (for example) filter to Pending only, then group by Submitter to see who is owed what.

Changing status from the list

You don't have to open the edit panel just to approve something. The Status column is a dropdown right in the list:

• On a group header — changing the status sets every item in that submission at once. This is the fast path: a wampum can approve a whole expense report in one click.
• On an individual item row — changes just that one line item.

The change saves immediately. Open the edit panel only when you want to add the optional Reimbursed By / Amount / Date detail or admin notes.

Deleting an expense from the list

There are two delete buttons, both marked ✕ and both with a confirmation dialog:

• On an individual item row (next to the receipt link) — permanently removes that single expense.
• On a group header (next to the ▼ expand toggle) — permanently removes the entire submission, every line item at once.

Use delete for junk or duplicate submissions; for a legitimate-but-denied expense, set the status to Rejected instead (that keeps the record). Wampum and Chief users can delete expenses for their own tribe; admins / Expense Managers can delete any.

Edit Panel

The panel also shows read-only info: campout, tribe, submitter name, email, category, description, amount, receipt link (click to view), and submission date. Receipts are stored in a private bucket; the link generates a temporary signed URL on click.

Typical Workflow

1. Someone submits an expense on the public /expense-submit page with receipt(s).
2. It appears here as Pending.
3. The wampum (or chief) reviews the expense and receipt, then pays it out (Zelle, etc.).
4. Change status to Approved — that records it as reviewed & reimbursed. Optionally fill in the Reimbursed By / Amount / Date fields for bookkeeping. If the expense isn't valid, change status to Rejected instead.

Notifications

Overview

Reports is the analytics dashboard for event and tournament data. It has five tabs: Event Registration Details, Tournaments, Event Overview, Tribe Roster, and 🏹 Break Arrow Reqs.

Permission required: reports or admin role.

Event Registration Details Tab

Select any event from the dropdown to view its full registration analytics. Works for both internal events and external/NSD events from nationallonghouse.org.

Stat Cards

At the top: total registrations, total attendees. For external (NSD) events: total revenue (sum of family transaction charges).

🏹 Break Arrow card — if the selected event has any Break Arrow requests, an additional gold-bordered stat card appears with the total count and per-tribe breakdown. Clicking the card (or any tribe row) jumps to the 🏹 Break Arrow Reqs tab pre-filtered to that event.

Charts

• By Tribe (center) — horizontal bar chart showing number of registrations per tribe. Gives a quick read of which tribes have the most participation.
• Add-ons Sold (left) — bar chart of add-on items sold for events that have them (e.g., raffle bundles, meal upgrades). Only shown when the event has add-on data.
• Registrations Over Time (right) — line chart showing cumulative registrations by day from the first registration through the event date.

Registrant Table

Full list of registrants below the charts. Includes filters for tribe, payment status, etc. Sortable columns.

Export Options

• Download CSV — exports the full registrant list as a CSV file.
• Email Registrant List — sends the list with CSV attachment to addresses you specify.

Add-ons Detailed Report

The Detailed Report button (📋) in the Add-ons Sold card opens a modal showing a per-purchaser breakdown: who bought which add-ons and how many. This modal has its own Download CSV and Email buttons for sharing the add-on breakdown separately.

Tournaments Tab

Select a tournament from the dropdown to view its registrations and results. Shows registered teams, tribe breakdown, payment status summary, and the final result (champion, runner-up) if the tournament has been completed.

Event Overview Tab

Cross-event analytics: attendance trends across all events, revenue over time, tribe participation summary across the full year. Useful for year-end reporting and planning.

Tribe Roster Tab

Live Primary-member roster for any tribe pulled directly from the NSD/ClubExpress API. Pick a tribe from the dropdown to load the family list grouped by household.

• Download CSV — flat Tribe/Chief/Member Name list with summary header row.
• Email Roster — sends the roster to addresses you specify (reuses the email modal).

🏹 Break Arrow Reqs Tab

View, edit, and manage Break Arrow requests submitted by all chiefs across all tribes.

Filters

• Event filter — All Events or a specific event.
• Status filter — All Statuses, Pending, or Complete.

Stats Bar

Above the table: total request count, total sons across all selected requests, plus pending and complete counts colored orange and green.

Table Columns

Tribe, Submitted By (the chief who submitted), Dad, Son(s) with Indian names in italics, Event, Notes, Submitted date, Status badge, Actions.

Actions

• ✓ Complete — one-click button on pending rows to mark as complete.
• ✏️ Edit — opens the inline edit panel where you can change Dad, Sons (comma-separated), Indian Names (comma-separated, same order), Event, Notes, and Status.
• 🗑 Delete — permanently removes the request.

Export

• ⬇ CSV — downloads the currently filtered list with all columns (incl. Indian Names).
• ✉ Email — sends the CSV as an attachment to an email address you specify.

Notifications

Overview

Notification Manager is the central hub for sending bulk emails to members. It has three tabs: Events, Tournaments, and General Mass Email. All sends go through Resend with rate-limited delivery (max 90 emails per 30-minute batch) via the notification queue.

Permission required: notificationManager or admin role.

Events Tab

Send event update notifications to all registrants for any event. This is identical to the Notifications tab inside Event Manager, but accessible without opening a specific event editor.

How to Use

1. Select an event from the dropdown (shows events from the last 3 months through future).
2. Choose a template: Time Change, Date Change, Location Change, Cancellation, Reinstatement, Thank You, or Custom.
3. Edit the pre-filled subject line if needed.
4. Edit the message body in the live preview pane.
5. Optionally send a test email to yourself first.
6. Choose Send Now or Schedule (enter a date and time).

Templates That Attach .ics Files

Time Change, Date Change, and Location Change templates automatically attach an updated .ics calendar invite so recipients can update their calendars.

Tournaments Tab

Send tournament update notifications to all registered team members for any tournament.

How to Use

1. Select a tournament from the dropdown.
2. Choose a template: Time Change, Venue Change, Cancellation, or Custom.
3. Edit subject and body as needed.
4. Test, then send or schedule.

Recipients are all email addresses collected from tournament registrations (team members JSONB). The system de-duplicates before sending.

General Mass Email Tab

Compose a fully custom email to all members in the system. This is the broadest send available — use it for org-wide announcements, reminders, or newsletters.

Recipients

The recipient list is collected from all unique emails across: event registrations, tournament registrations (member fields), and member profiles. De-duplicated before queuing.

How to Use

1. Enter a Subject for the email.
2. Write the email body in the HTML textarea. Full HTML is supported (no salutation is added automatically — write your own opening).
3. View the live preview to see how it will look, including the auto-appended upcoming events block.
4. Send a test email to yourself to verify formatting.
5. Send Now or Schedule the send.

Notification Subscriptions

Notification Manager also manages CC subscriptions — additional email addresses that should receive copies of certain system emails (event registrations, cancellations, etc.). These are configured in User Manager per-user.

Overview

The Chief Portal gives tribe chiefs a focused view of their tribe's data without needing full admin access. It opens to a dashboard — an at-a-glance landing page — and you click into the area you want.

Permission required: tribeChief or admin role. Tribe chiefs automatically see only their own tribe's data. Admins can see all tribes.

The chief's tribe is auto-detected from their profile. The tribe name is shown italicized under the user name in the pill.

The Dashboard

When you open the Chief Portal you land on the dashboard. It's organized into two groups:

Viewing & Reporting

Three report cards, each showing a live preview and clickable to open the full view:

• 📋 Event Registrations — preview shows your next upcoming event with a count of how many from your tribe have registered (and, for donation events, the dollars donated).
• 🔥 Tally Points — preview shows your tribe's current-year point total and all-time total.
• 💰 Tribe Expenses — preview shows pending expense dollars awaiting review and approved totals.

Below the cards is a 👥 Tribe Roster strip — click it to open the full roster.

Manage & Submit

A toolbar of three action buttons: 🏹 Submit Break Arrow Request, 🏆 Manage Awards & Honors, and ✏️ Edit Tribe Profile.

📋 Event Registrations

View event registrations filtered to your tribe only. This is a read-only view — chiefs cannot edit or delete registrations from here.

Active Filter

Shows events with registration currently open, displayed as cards. Each card shows the event title, date, and how many of your tribe have registered. Click a card to see the tribe's registrant list for that event.

All Filter

Shows all events from the past year through future, as a list view. Useful for reviewing past participation or checking upcoming events your tribe hasn't registered for yet.

👥 Tribe Roster

Displays a live roster of your tribe pulled directly from the NSD website. Members are grouped into family units.

Family Grouping

• Dad (Primary) — the primary NSD member (dues payer)
• Spouse (Secondary) — the primary member's spouse/partner if listed
• Children (Tertiary) — kids listed under the family membership

Only active members are shown (dues paid and background check cleared). The roster reflects the current NSD data as of the last fetch.

Refresh

Click the Refresh button to re-fetch the roster from the NSD website. The page shows a "Fetching roster…" loading indicator while the data loads. The roster auto-loads on your first visit to this tab each session.

🏹 Break Arrow

Submit a Break Arrow request when sons in your tribe will be performing the sacred arrow breaking ceremony. Nation leadership is notified by email and a plaque is arranged.

Submitting a Request

1. Dad — pick the dad from the dropdown (sorted "Last, First" alphabetically). Only Primary NSD members appear.
2. Sons Breaking Arrow — checkboxes appear for the dad's sons (children) from the NSD roster. Check each son who will be breaking arrow.
3. Indian Name — for each checked son, optionally type their Indian (ceremony) name in the inline field. Leave blank if not applicable.
4. Event — pick the event where the ceremony will take place. Only today and future events appear, soonest first.
5. Notes — optional context for nation leadership.
6. Click 🏹 Submit Request. Both chief@tetonnation.com and your own email receive a confirmation.

Your Tribe's Break Arrow Requests

Below the form is a list of all Break Arrow requests submitted for your tribe. Each row shows Dad, Son(s) (with Indian names in parens), Event, Notes, Submitted date, and Status.

• Status badge — orange "Pending" until someone marks it complete; green "✓ Complete" once finalized.
• ✓ Done — mark a pending request complete (the ceremony took place / plaque arranged).
• ✏️ Edit — reopen the form pre-filled with this request's data to make changes.
• 🗑 Delete — permanently delete the request (cannot be undone).

✏️ Edit Tribe Profile

Chiefs can update their tribe's public profile directly from the Chief Portal — no tribeManager permission required.

Editable Fields

Changes save immediately to the database and are reflected on the public Tribes page right away.

🏆 Awards & Honors

Add and manage your tribe's awards — the recognition entries that appear on the public Awards page and your tribe's card on the Tribes page.

• Add a custom award: name, type (annual or campout-specific), year, recipient (an individual or the whole tribe), an optional photo, and notes.
• Edit or delete any of your tribe's existing awards.

💰 Tribe Expenses

An overview of every expense submitted for your tribe. Stat cards at the top show Pending, Approved, and All-Time dollar totals. Expenses are grouped by campout, each with a count and subtotal. Each row shows the submission date, submitter, category, description, amount, and a status badge (pending / approved / rejected). Receipt links open the receipt image in a new tab via a temporary secure link.

Exporting: two buttons above the list — ⬇ Excel / CSV downloads your tribe's expenses as a CSV file, and ✉ Email Report emails that CSV as an attachment (with a summary table in the message body) to any address you enter.

Deleting: each expense row has a small ✕ button to permanently delete that single expense, and each campout header has a ✕ that deletes every expense filed under that campout. Both confirm first. Use delete only for junk or duplicate submissions — for a legitimate-but-denied expense, the Wampum should set its status to Rejected instead (that keeps the record).

🔥 Tally Points

A read-only summary of tally points submitted for your tribe. Stat cards show the current-year total, the all-time total, and the number of separate submissions. Below the cards, submissions are grouped by category, with the most recent shown in a detail list (date, activity, submitter, result, points).

Notifications

Overview

User Manager controls who can access the admin pages and what they can do. It handles account approvals, role assignments, page permissions, and notification subscriptions.

Permission required: rightsAssignment or admin role.

Pending Tab

Shows users who have requested access (via the Login page "Request Access" form). Each card shows:

• Display name, email, tribe, phone
• What permissions they requested
• Their message explaining why they need access

Actions

• Approve — sets role to "member" and auto-applies any requested permissions. A welcome email is automatically sent via Resend confirming their access has been granted.
• Reject — sets role to "rejected" (they cannot log in to admin pages).

Active Tab

Shows all approved users in accordion rows. A filter dropdown next to the toolbar lets you narrow by category: All Users / Admins / Nation Officers / Members. Default also group-sorts — admins first, then nation officers, then members; alphabetical within.

Each row's collapsed header displays:

• Name and email on the left
• Permission chips in the middle — one short-label chip per page permission (e.g. "Events", "Reg Mgr", "Tournaments"). For the tribeChief permission the chip includes the assigned tribe (e.g. "Chief Portal · Pocomoke"). Admins show a single gold "All Access" chip. Holders of a nation office also get a purple chip with the office name.
• $ badge — a small green dollar badge appears when the user has any permission that grants access to financial data (Event Reg Manager, Expense Manager, Tribe Wampum, or Reports).
• Role badge on the right (member / admin / pending / rejected)

Click a user to expand their settings:

Actions

• Save — appears when role or tribe is changed. Saves both to the database.
• Deactivate — sets role to "rejected" (user loses access).
• Delete Account — removes the user's profile. Note: the authentication account is NOT removed (must be done manually in the Supabase Dashboard).

Page Permissions Reference

Notification Subscriptions

These checkboxes control which system-generated CC emails the user receives when certain actions occur in the system:

• Event Registration — receive a CC when any member registers for an event
• Tournament Registration — receive a CC when any team registers for a tournament
• Tally Submission — receive a CC when a tribe submits tally points
• Expense Submission — receive a CC when an expense is submitted for review
• Event Cancelled — receive a CC when an event is cancelled
• Event Reinstated — receive a CC when a cancelled event is reinstated

These are independent of page permissions — a user can receive CC emails without having access to any admin page.

Deactivated Tab

Shows deactivated/rejected users. Actions:

• Reactivate — sets role back to "member".
• Delete Account — permanently removes the profile.

Role Templates Tab

Create pre-defined permission sets that can be quickly applied to users. Each template has:

• Template Name (required) — e.g. "Event Coordinator", "Tournament Director", "Tribe Chief"
• Description — what this template is for
• Page Permissions — same checkbox grid as the user settings

Templates make it easy to onboard new admins with consistent permission sets.

Notifications

Overview

The Member Portal (/member-portal) is the personalized landing page for any signed-in member. Visible to any active role — no special permission required. Auth gate blocks logged-out visitors. Member-pill nav and Chief Portal link both appear here for signed-in users.

Tabs

• 📅 My Events — every internal + external event registration tied to this member (matched by signed-in user_id, falling back to contact_name = display_name). Donation-only registrations render as a compact 💝 donor card with a gold left border, separate from event-attendee cards. Each event card is now an expandable accordion: the header (title + date + ▸ chevron) is always visible; click it to expand the full detail. Keeps the list compact when a member has many registrations.
• 🏆 Our Awards — personal awards on the logged-in member's account (tournament wins, derby car, etc.). Hard-linked via awards.recipient_user_id (set at tally-submit time when the winner-picker chose this member), with a name-match fallback against display_name for legacy rows. Awards auto-created from tally submissions get an "Auto from Tally" badge.
• 🛡️ My Tribe — tribe profile (name, image, description, leadership).
• 🏆 Tribe Honors — three sub-sections: Tribe-Wide Awards (gold border), Tournament Wins (blue), Individual Honors (purple, with recipient name + Indian name + photo). Lazy-loaded on first tab open.

Notes

• The Honors tab pulls from the same awards table TribeManager + ChiefPortal write to — any honor a chief or admin submits for the member's tribe shows up here.
• Members can edit their own profile (display name, phone, tribe assignment) via the My Profile link in the pill menu.

Overview — Donations & Service Events

"Service" or "fundraiser" style events accept donations (alongside or instead of attendance) using two related building blocks: open-amount add-ons (donation buttons within an attending registration) and donation-only registrations (a separate registration mode that skips attendance entirely).

Setting Up an Event with Donations

1. Create a "Donation" add-on once in the Add-ons Catalog tab of Event Manager:
   • Open 🛒 Add-ons top tab → + New Add-on.
   • Label = "Donation" (or whatever you want shown to registrants).
   • Toggle Custom Amount (Donation) ON. The price field becomes a suggested amount — leave 0 or enter a tasteful suggestion ($20).
   • Save. The catalog list now shows a purple "Donation" badge next to it.
2. Attach the donation add-on to your event:
   • Edit the event → Payment Details tab → Add-ons section → + Add Item → pick "Donation" from the dropdown. Override the suggested amount per-event if needed.
3. Allow donation-only registrations (optional but typical for service events):
   • Same Payment Details tab → toggle Donation-only registration enabled ON.
   • You must have at least one donation-type add-on attached for the toggle to save.

Result: registrants see a "Step 1 — Choose Your Path" card that lets them pick 🎉 I'm Attending or 💝 Donation Only. The attending flow includes the donation amount as an optional add-on with quick-pick chips ($5 / $10 / $25 / Custom). $0 totals skip Step 3 (payment) entirely.

How Donations Show Up in Reports

• 💝 Donations stat card (under the top stats row) — count + total $, includes both donation-only rows AND attending rows that included a donation add-on.
• Donations by Tribe panel (directly under the stat row) — segmented bar per tribe split into three colored buckets:
  • ● Member — donation came from a member of that tribe.
  • ● Guest Referral — guest registrant selected this tribe as their referring tribe; the donation credits that tribe.
  • ● Donation Only — dedicated donation-only registration that explicitly chose this tribe.
  Inline labels under each bar show the per-bucket dollar totals.
• By Tribe chart (attending counts) groups all guest variants under "Guest/Prospective" so the tribe-attendance counts aren't polluted by guests.
• New vs Existing chart adds a Donation Only row when at least one donation-only registration exists. The bar counts only dedicated donation-only rows (the broader donation total is on the stat card).
• Email Registrant List automatically excludes donation-only registrants — donors don't get the "event roster" email blast. The CSV export still includes them with a Type column for full visibility.

How Donations Show in Other Pages

• Chief Portal → Event Registrations — donor rows get a 💝 $X badge on a gold-tinted background and "donor" label instead of an attendee count. The headline summary reads "X members registered · 💝 N donors ($total)." Donations don't count toward the Not-Yet-Registered roster pie chart.
• Member Portal → My Events — donation-only registrations appear as a compact 💝 donor card (gold left border) showing "Supporting [tribe]" and the amount.
• Confirmation emails — attending+donation registrants get the standard registration confirmation with a "Donation — $X" line in the order details. Donation-only registrants get a dedicated "Thank You for Your Donation" template with a receipt-style table.

Tip — When To Use What

• Service event with optional donations + attendance (Day of Service, fundraiser dinner): toggle Donation-only ON. Members and guests can either attend (and optionally donate) or donate without attending.
• Regular event with optional tip jar: attach the Donation add-on but leave Donation-only OFF. Registrants can throw in a donation while registering, but the only flow is "I'm Attending."
• Pure fundraiser with no attendance: still pick a regular event, mark it free, attach the donation add-on, and turn Donation-only ON.