Athlete Attendance RSVP & Tracking System

What & Why

Build a comprehensive attendance commitment system where parents/athletes can declare whether they'll attend each league session in advance (and why not), coordinators can see who contacted us about absences, and automated emails escalate at milestone absence counts (3, 5, 10, 20). This replaces ad-hoc text/email absence reporting with a structured, trackable system.

The system has three faces: 1. Parent/Athlete side — RSVP for upcoming sessions with optional absence reason 2. Coordinator side — Dashboard showing who's confirmed, who's absent, and why 3. Athlete record — Permanent attendance history across all enrolled events

Done looks like

On the league schedule page (league-hub), each session row has an RSVP status indicator and a way to mark "Attending" or "Not Attending" with a reason
Parents can RSVP on behalf of their children from the family dashboard, including a reason dropdown (sick/contagious, injury, family commitment, school conflict, travel, other) and optional notes
Athletes can RSVP from their own athlete dashboard (existing RSVP section enhanced with reasons)
A new "Attendance" tab or section in the Coordinator page shows a per-session grid: all enrolled athletes with their RSVP status, absence reason, and whether they actually showed up
Each athlete's community profile (or a linked view) shows an attendance record table: event name, date, RSVP status, actual attendance, absence reason
Automated emails are sent when an athlete reaches 3, 5, 10, and 20 absences in a league, with messaging about team commitment, health awareness (don't come if contagious), and the impact on the team
The absence reason is stored on the session_rsvps record and visible to coordinators

Out of scope

Changing how coordinators mark actual game-day attendance (the existing check-in system stays)
Penalties or automatic roster changes based on absences
Cross-league absence aggregation (each league tracks independently)

Relevant files

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Canadian Elite Volleyball Academy
elitevolleyball.training

Elite Academy

Wednesday, April 8, 2026