Task 31: Event Staffing Polish

Canadian Elite Volleyball Academy — Development Update • April 13, 2026

--- title: Event Staffing Polish ---

Task 31: Event Staffing Polish

Objective

Fill the gaps in the event staffing workflow so coordinators have full visibility into staff readiness and coaches get timely notifications at every stage.

Current State

• Coach assignment, interest workflow, and readiness checklist exist
• SessionReadinessChecklist checks athletes, schedule, referees, notifications — but NOT staff acceptance
• No automated email to coaches when they're assigned to an event
• No day-of reminder for staff
• Post-session task completion is tracked per-coach (post-session-status endpoint exists) but not surfaced in a consolidated admin view per event
• SystemAlerts catches "past events without attendance" broadly but doesn't show per-coach granular outstanding tasks
• StaffingSection shows assignment statuses but no "nudge" or "remind" action for unresponsive coaches

Deliverables

1. Staff Readiness in SessionReadinessChecklist

• Add a 5th readiness item: "Staff Confirmed"
• Check: all for this event/session have status ACCEPTED or COMPLETED
• Show count: "2/3 coaches confirmed" with partial/complete/missing status
• Link to StaffingSection for management

2. Assignment Notification Email

• When a coach is assigned to an event (POST ), send an email notification
• Email includes: event name, date(s), role, and a link to the Coach Portal to accept/decline
• Use existing pattern with email catalog entry
• Skip email if assignment is "OPEN_FOR_INTEREST" (those are discoverable in the portal)

3. Staff Day-Of Reminder

• Add to the existing scheduler: send staff reminders for events starting within 24 hours
• Target: coaches with ACCEPTED assignments for upcoming events
• Email includes: event name, date/time, location, role, and a link to the Coach Event Session page
• Only send once per assignment (track via notificationLogs or a flag)

4. Coordinator "Nudge" for Unresponsive Staff

• In StaffingSection assignment list, add a "Send Reminder" button for ASSIGNED (not yet responded) coaches
• Clicking sends a follow-up email: "You have a pending coaching assignment — please accept or decline"
• Disable button if reminder was sent within the last 24 hours

5. Post-Session Outstanding Tasks Dashboard

• In EventHubSection (or StaffingSection), add a "Post-Session Tasks" view for completed/past events
• Per-coach row showing checkmarks for: Attendance Submitted, Hours Submitted, Evaluations Submitted
• Data source: existing endpoint (may need an admin-facing variant that returns all coaches' statuses for an event)
• Highlight overdue items (event ended >48 hours ago with incomplete tasks)

Key Files

- - -

• (staff assignment endpoints ~26000-27100, readiness ~27400)

-

• ,
• (eventStaffAssignments, staffHoursLog, eventSummaries)

Out of Scope

• Changes to the coach portal itself (already polished in Task #9)
• Payroll flow changes (already complete)
• Referee management (already has its own notification system)

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