This document outlines the end-to-end lifecycle of a USA Bassin tournament season, from the initial onboarding of a Director to the final financial reconciliation by the Super Admin.
Role: Super Admin (Onboarding)
1. Issue Director Invitation
The SuperAdmin enters a new Director's email into the Invitation Manager. The system generates a unique, secure link sent via email.
2. Authentication via OTP
The Director clicks the link, which redirects them to the site to validate their identity. From this point forward, the Director logs in using an OTP (One-Time Password) sent to their email—eliminating the need for traditional passwords.
Role: Director (Pre-Season Setup)
3. Create a Division
The Director sets up their Division (e.g., IN-47), selecting the State, Point System, and the specific Result Fee (typically $10) owed back to the organization per entry.
4. Schedule Tournament Events
The Director adds the five specific events that make up their "Trail". They input the date, lake, ramp location, and start/end times.
Role: Angler (Membership & Entry)
5. Annual Membership Renewal
Before the first tournament, the Angler visits the public site to renew their $30 annual membership via Stripe. Their digital profile is instantly updated to "Active" for the current fiscal year (Sept 1 – Aug 31).
6. Ramp Check-in & Cash Entry
The Angler arrives at the boat ramp and presents their digital membership QR code to the Director. They pay their tournament entry fee (typically $60) in cash directly to the Director.
Role: Director (Tournament Day - The Ramp Tool)
7. Member Lookup & Team Formation
Using the mobile-optimized Ramp Tool, the Director searches for the two Anglers by email. Since a Team is unique per event, the Director pairs them instantly for that day’s roster.
8. Payout & Result Entry
After the weigh-in, the Director calculates the winners manually and pays them out in cash on-site from the collected entry fees. The Director then enters the catch data into the system:
- Total Weight: The Director enters the raw weight.
- Dead Fish Penalty: The Director enters the number of dead fish; the system auto-deducts 0.5 lbs per fish from the total.
- Big Fish: The Director records the weight of the largest fish for TOC qualification.
Role: Director (Financial Settle Up)
9. Pay Balance Due
As results and memberships are recorded, the "Running Tally" on the Director’s dashboard increases. The Director clicks "Pay Now" to pay the full balance (Result Fees + Membership Fees) via Stripe to USA Bassin.
Role: SuperAdmin
10. Automated Reporting & Audit
The SuperAdmin reviews the "Pass Due" report. Because the Director paid via Stripe, the system has already automatically marked those individual memberships and tournament results as "Paid". The SuperAdmin simply verifies the transaction logs and oversees the global financial health without manual data entry.
Would you like me to create the technical "Data-to-View" map for these 10 steps to show which database tables are updated at each stage?