Admin

Google Sheet Admin Brain

Before Tuesday, do not make the website the source of truth. Google Sheets should track families, children, programs, enrollments, payments, guides, attendance, and follow-up.

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This admin section is hidden unless the current profile is a Guide or Admin.

Use the sign-in page to test the role-based view. Production would use real authentication later.

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Manual now, automated later

Google Forms + Sheets stay the source of truth.

Open Google SheetEdit Google Form

Recommended sheet tabs

Build these tabs first

FamiliesChildrenEmergency ContactsProgram CatalogProgram EnrollmentsPaymentsSite MembersGuide AssignmentsAttendanceActivity Log

ID system

Keep names from becoming chaos.

Family IDFAM-001Child IDCH-001Program IDPRG-001Payment IDPAY-001Enrollment IDENR-001Guide IDGDE-001

Status values

Use the same words everywhere.

Program: Open, Coming Soon, Waitlist, Closed, Full, Cancelled.

Payment: Not Paid, Pending, Paid, Waived, Refunded, Partial Refund.

Follow-Up: Yes / No + Notes.

Daily manual workflow

Registration week operating rhythm

1Check new Google Form responses.
2Check Payhip payments.
3Match by parent name/email and add Family ID / Payment ID.
4Update annual fee, program payment, enrollment, and follow-up status.
5Send reminders or notes for records marked Follow-Up Needed.

Payhip orders import

Placeholder for phase 2

Later: Payhip paid/refunded webhook posts to Vercel. Vercel validates the event and inserts/updates an order row in Supabase.

payments.status = Paid / Refunded

Match to registration

Payment matching queue

Match order email/name/product to the family registration record. If names differ, mark Follow-Up Needed.

registration.email + checkout.email + family_name