Staff Guide

1. Signing in

1. Go to the Log in link (top right) and sign in with your own member username & password.
2. If your account has a staff role (coach / volunteer / admin), you're taken straight to the dashboard at /admin.
3. You only see the tools your role allows (below).

2. Roles & what each can do

3. Registrations & payments

Families pay by Zelle (pragathiusatrust@gmail.com — preferred, no fees), check to "Pragathi USA", cash, or PayPal (the Pragathi USA PayPal fundraiser page, paypal.com/us/fundraiser/charity/1296069; families are asked to add $22 for PayPal fees and to write the student’s name and Member ID in the PayPal note). The site tells families we prefer Zelle and check. They're told to include their full name, student name & course; anonymous payments are treated as donations.

1. Open /admin → Registrations.
2. When a payment arrives, find the family and click Mark as paid. (This unlocks their materials and emails a confirmation.)
3. If a parent uploaded a receipt, a 📎 Receipt link shows next to their row — click it to review the screenshot, then Mark as paid.
4. Made a mistake? Use Mark unpaid to reverse it.

4. Club ratings & weekly points

1. Add all registered students seeds the ratings list from registrations.
2. Record a game: pick White, Black, and the result — both players' Elo updates automatically.
3. Set study & etiquette totals: enter each student's lessons done, puzzles solved, and etiquette points (these feed the combined Club Rating).
4. Weekly Points: give each student points for the week (games, puzzles, discipline) — they roll up into the weekly leaderboard.
5. Training points are automatic: every lesson a student completes earns 3, and every lesson’s puzzle set (5 correct puzzles) earns 3 — added to that week’s leaderboard and the Club Rating, with no cap. Nothing to enter.

5. Chess etiquette

1. Upload the printable guide (PDF or image) so families can view it.
2. Send an etiquette note: pick a student, tick the points they can work on, add an optional message, and it emails the parent.

6. Reviews

1. Parents submit reviews on the public /reviews page; they stay hidden until approved.
2. In /admin → Reviews, click Approve (or Reject / Delete). Approved reviews appear on /reviews and the homepage automatically.

7. Host an online tournament (Lichess)

1. Create an API token at lichess.org/account/oauth/token with the tournament:write scope. You must be a leader of the team.
2. In /admin → Host an online tournament, paste the token (tick "Remember on this device"), choose Arena or Swiss, and set the name, date/time, clock, etc.
3. Click Create on Lichess. The tournament is created on our team and shows on /play-online and the homepage automatically.

8. Run an in-person tournament

1. In /admin → Tournaments, create the event (name, date, Swiss / round-robin / manual, rounds).
2. Add the player roster, then pair rounds (or generate the full schedule), and enter each game's result.
3. When ready, Publish — standings and round-by-round results appear on the public /tournaments page.

9. Staff accounts, roles & passwords

1. Create a staff account (Staff Roles panel): make a login for a coach/volunteer who isn't a registered parent — no student needed.
2. Assign a role: enter a member's username and pick Coach / Volunteer / Admin. They then sign in with their own account and see the dashboard.
3. Reset a member's password: for a locked-out family, set a new password and share it. (Staff accounts can only be reset by an admin.)

10. Photo gallery & site settings

• Photo Gallery: upload class/tournament photos (they appear in the homepage gallery). Add captions or delete from there.
• Site Settings: season start date, number of sessions, class/tournament times, fees, coach info, holidays. The calendar preview updates live.

11. Levels & placement (reference)