Session Operating Framework
Canadian Elite Volleyball Academy — Development Update • April 24, 2026
Session Operating Framework
What & Why
Coaches today have many capable tools (attendance, evaluations, journal, Penny homework, parent comms) but no consistent end-to-end flow that ties them together for a single session. This task introduces a guided Session Operating Framework (SOF) — one screen per phase that walks a coach through Setup → Execution → Review → Close for a single session, even when that session is part of a multi-day event. Admins and coordinators can see the resulting session record and its completion status.The goal is consistency and speed: every session is opened, run, and closed the same way, and all data lands in one auditable place.
Done looks like
- From the coach portal, a coach can pick today's assigned session and tap Open Session to start the SOF flow.
- The flow shows three clear phases with progress indicators:
- A persistent Close Session action locks the session: roster, attendance, evaluations, reflection, homework, summary, and feedback are frozen and timestamped. After close, the session becomes read-only and is added to the athlete's longitudinal record.
- A coach can resume an open session if they navigate away; only one open session at a time per coach per event date.
- Admins and coordinators see a list of SOF sessions with completion status (which steps are done, whether it's open/closed) and can drill into any session in read-only mode.
- Each SOF step shows whether it's complete and how long it took, so the system can later report on coach setup time and time-on-task.
- The AI plan generator and AI homework/summary drafts reuse the existing Penny assistant ( / Penny Homework). The plan generator takes session type, age group, skill level, objectives, time budget, and roster size as inputs and returns a structured timeline the coach can edit inline.
Out of scope
- Direct NotebookLM API integration or uploading new source documents — the AI uses Penny's existing knowledge context. A follow-up task can add NotebookLM-style document sources.
- Longitudinal athlete development dashboards beyond what already exists — closed-session data feeds the existing portfolio; new analytics views are a separate task.
- Redesign of the underlying attendance, evaluation, journal, or homework tools. SOF embeds and orchestrates them; their internals stay as-is.
- Coach effectiveness trend analytics and session success pattern reporting — captured by the data model so a future task can build the dashboards.
- Multi-coach concurrent editing of the same session (single coach owner per session in v1; others see read-only).
- Mobile-native app; the flow must be mobile-web friendly but lives in the existing web app.
Steps
1. Data model for SOF sessions. Add a table keyed to an and owning coach, with phase/step completion state, timestamps for open/close, session type, objectives, generated plan JSON, reflection fields, and a of . Add child tables for plan blocks (timeline items), per-athlete live ratings (effort/execution/decision + key-moment notes), parent-touchpoint notes, and a feedback-inbox row type. Wire the existing attendance, Penny homework, and parent summary records to the SOF session via foreign keys (or a join column) so closing the SOF session locks them too. Update and add Zod insert schemas. 2. Backend orchestration routes. Add a new module with endpoints to open a session for a given event date, fetch its current state, update each step (plan, roster tags, live ratings, reflection, homework draft, summary draft, parent feedback responses), and close the session (validates required steps, freezes child records, writes timestamps). Reuse existing Penny endpoints for plan/homework/summary generation by calling the same service functions internally; do not duplicate AI logic. Enforce single-open-session-per-coach-per-event-date. 3. Coach SOF flow UI. Build a new page with a three-phase stepper (Setup / Execution / Review) and a sticky header showing session name, elapsed time, and the Close button. Each step embeds or wraps the existing tools (attendance roster, evaluation rubric, journal entry, Penny homework editor, parent summary editor) inside the SOF shell so coaches stay in one flow. Use TanStack Query for state, optimistic updates for fast tap interactions, and progress indicators per step. Add an entry point on the coach portal "My Assignments" card: an Open Session button that routes to the SOF page for that event date, or Resume if one is already open. 4. Close-session lifecycle and admin/coordinator view. Implement the Close action with a pre-close checklist modal (shows which optional steps are skipped), then transitions the session to closed/read-only and emits the existing parent summary email + homework notifications. Add a (or coordinator-portal) list view filtered by event/date/coach with status badges, and a read-only detail page that renders the same SOF layout without edit affordances. Ensure access control: coaches see their own open sessions; admins and coordinators see all. 5. Tests. Add Vitest coverage for: opening/closing a session (including the single-open guard), the close-session cascade that locks child records, plan generation contract, and admin read-only access. Add one Playwright e2e walking a coach through Setup → Execution → Review → Close on a seeded event date and verifying the parent summary email is queued.Relevant files
- - - - - - - - - - - - - - - - -Canadian Elite Volleyball Academy
elitevolleyball.training
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