Merge pull request #20 from foundersandcoders/feature/ap-30-external-staff-access-management-via-email-and-name

External staff access management via email and name (AP-30)

Author: AlexVOiceover

.claude/hooks/plan-iterator.sh

@@ -82,25 +82,34 @@ IFS=$'\t' read -r REMAINING COMPLETED NEXT_TASK LAST_DONE TO_COMPLETE < <(
   }
 
   # Main task: incomplete (strict [ ])
-  match($0, /^([0-9]+)\.[[:space:]]*\[ \][[:space:]]*(.*)$/, m) {
-    n = m[1]
+  /^[0-9]+\.[[:space:]]*\[ \][[:space:]]*/ {
+    n = $0
+    sub(/\..*$/, "", n)
+    text = $0
+    sub(/^[0-9]+\.[[:space:]]*\[ \][[:space:]]*/, "", text)
     main_state[n] = "incomplete"
-    main_text[n] = trim(m[2])
+    main_text[n] = trim(text)
     next
   }
 
   # Main task: complete (strict [x])
-  match($0, /^([0-9]+)\.[[:space:]]*\[x\][[:space:]]*(.*)$/, m) {
-    n = m[1]
+  /^[0-9]+\.[[:space:]]*\[x\][[:space:]]*/ {
+    n = $0
+    sub(/\..*$/, "", n)
+    text = $0
+    sub(/^[0-9]+\.[[:space:]]*\[x\][[:space:]]*/, "", text)
     main_state[n] = "complete"
-    main_text[n] = trim(m[2])
+    main_text[n] = trim(text)
     next
   }
 
   # Subtask: strict [ ] or [x], and requires a leading main number like 1.1, 2.3 etc
-  match($0, /^[[:space:]]*-[[:space:]]*\[([ x])\][[:space:]]*([0-9]+)\.[0-9]+[[:space:]]*(.*)$/, m) {
-    status = m[1]
-    n = m[2]
+  /^[[:space:]]*-[[:space:]]*\[[ x]\][[:space:]]*[0-9]+\.[0-9]+[[:space:]]*/ {
+    status = ($0 ~ /^[[:space:]]*-[[:space:]]*\[x\]/) ? "x" : " "
+    tmp = $0
+    sub(/^[[:space:]]*-[[:space:]]*\[[ x]\][[:space:]]*/, "", tmp)
+    n = tmp
+    sub(/\..*$/, "", n)
     sub_any[n] = 1
 
     if (status == "x") {
@@ -168,11 +177,32 @@ if [[ -n "${TO_COMPLETE:-}" ]]; then
 
     BEGIN { remaining=0; completed=0; next_task=""; last_done="" }
 
-    match($0, /^([0-9]+)\.[[:space:]]*\[ \][[:space:]]*(.*)$/, m) { main_state[m[1]]="incomplete"; main_text[m[1]]=trim(m[2]); next }
-    match($0, /^([0-9]+)\.[[:space:]]*\[x\][[:space:]]*(.*)$/, m) { main_state[m[1]]="complete";   main_text[m[1]]=trim(m[2]); next }
+    /^[0-9]+\.[[:space:]]*\[ \][[:space:]]*/ {
+      n = $0
+      sub(/\..*$/, "", n)
+      text = $0
+      sub(/^[0-9]+\.[[:space:]]*\[ \][[:space:]]*/, "", text)
+      main_state[n]="incomplete"
+      main_text[n]=trim(text)
+      next
+    }
+    /^[0-9]+\.[[:space:]]*\[x\][[:space:]]*/ {
+      n = $0
+      sub(/\..*$/, "", n)
+      text = $0
+      sub(/^[0-9]+\.[[:space:]]*\[x\][[:space:]]*/, "", text)
+      main_state[n]="complete"
+      main_text[n]=trim(text)
+      next
+    }
 
-    match($0, /^[[:space:]]*-[[:space:]]*\[([ x])\][[:space:]]*([0-9]+)\.[0-9]+[[:space:]]*(.*)$/, m) {
-      status=m[1]; n=m[2]; sub_any[n]=1
+    /^[[:space:]]*-[[:space:]]*\[[ x]\][[:space:]]*[0-9]+\.[0-9]+[[:space:]]*/ {
+      status = ($0 ~ /^[[:space:]]*-[[:space:]]*\[x\]/) ? "x" : " "
+      tmp = $0
+      sub(/^[[:space:]]*-[[:space:]]*\[[ x]\][[:space:]]*/, "", tmp)
+      n = tmp
+      sub(/\..*$/, "", n)
+      sub_any[n]=1
       if (status=="x") { completed++; last_done=after_checkbox($0) }
       else { remaining++; if (next_task=="") next_task=after_checkbox($0) }
       next

README.md

@@ -28,14 +28,15 @@ The app uses **magic link authentication** with a single login page for all user
 |------|-------------------|--------------|
 | Staff | Staff table (collaborator email) | `/admin` |
 | Student | Apprentices table (learner email) | `/checkin` |
+| External | Staff table (external access fields) | `/admin` |
 
 ### How It Works
 
 1. User enters email at `/login`
-2. Server checks Staff table first, then Apprentices table
+2. Server checks Staff table first, then external access fields, then Apprentices table
 3. JWT token generated (15-minute expiry) and emailed via Resend
 4. User clicks link → token verified → session cookie set (90-day expiry)
-5. User redirected based on type: staff → `/admin`, students → `/checkin`
+5. User redirected based on type: staff/external → `/admin`, students → `/checkin`
 
 ### Route Protection
 
@@ -64,6 +65,39 @@ See [Staff Who Are Also Apprentices](#staff-who-are-also-apprentices) for setup
 2. Add a record in the **Staff - Apprentice Pulse** table, selecting their collaborator profile
 3. They can now log in at `/login` using their collaborator email
 
+### Adding External Staff Access
+
+External staff are people who need login access to view attendance data but are not regular staff members or apprentices. Examples include external trainers, consultants, or partner organization staff.
+
+To grant external staff access:
+
+1. **In the Staff - Apprentice Pulse table**, find any existing staff record (or create a dummy one)
+2. **Add the external person's email** to the `Attendace access` field (this field can contain multiple emails, one per line)
+3. **Add their name** to the `Name - Attendance access` field (this should match the order of emails in step 2)
+
+**Example setup:**
+- `Attendace access` field: `[email protected]`
+- `Name - Attendance access` field: `External Trainer`
+
+**How it works:**
+- External staff can log in at `/login` using their email
+- They receive the same magic link authentication as regular staff
+- They have **full admin access** - same permissions as regular staff members
+- No Airtable workspace collaboration required
+
+**Multiple external users:**
+You can add multiple external users to the same staff record by putting each email on a new line:
+- `Attendace access` field:
+  ```
+  [email protected]
+  [email protected]
+  ```
+- `Name - Attendance access` field:
+  ```
+  External Trainer 1
+  External Trainer 2
+  ```
+
 ### Staff Who Are Also Apprentices
 
 Some staff members may also be apprentices (e.g., apprentice coaches). These users need to:
@@ -193,10 +227,4 @@ Event types are cached for performance (5-minute cache) and include automatic co
 
 ### Default Values
 
-Default values used in forms are stored in `src/lib/airtable/config.ts` under `DEFAULTS`:
-
-| Key | Description |
-|-----|-------------|
-| `SURVEY_URL` | Default survey URL pre-filled when creating events |
-
-To change the default survey URL, update `DEFAULTS.SURVEY_URL` in the config file.
+Default values for event creation are now managed dynamically through Airtable's "Event types - Apprentice Pulse" table. Each event type can have its own default survey URL, providing more flexibility than hardcoded values.

docs/plan-search-apprentice.md

@@ -1,10 +1,3 @@
-add externals by email as staff
-are we sure we want to give access to airtable?
-
-
-
-
-
 attendace send email
 
 survey send email
@@ -16,8 +9,6 @@ Per week email to Jess. Absent, not survey, whoever marked "In need of support"
 
 
 
-
-
 Show mii plaza
 
 Integration with LUMA

docs/scratchpad.md

@@ -0,0 +1,15 @@
+# Airtable Schema
+
+## Learners / Staff - Apprentice pulse
+
+Table ID: `tblJjn62ExE1LVjmx`
+
+| Field | ID | Type |
+|-------|-----|------|
+| Id | `fldbTKP32s3Soev91` | autoNumber |
+| Staff Member | `fldHEHhQInmSdipn8` | singleCollaborator |
+| Apprentice Link | `fldAMwe9jOOdwIyBY` | multipleRecordLinks |
+| Learner email (from Apprentice Link) | `fldPjDZTSySzbefXz` | multipleLookupValues |
+| Attendace access | `fldsR6gvnOsSEhfh9` | email |
+| Name - Attendance access | `fld5Z9dl265e22TPQ` | singleLineText |
+