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 (checkout links on the register page → payments arrive in pragathitreasury@gmail.com; families add processing: $575→$597, $85→$89, $90→$94, other totals +4%). They're told to include their full name, student name & course; anonymous payments are treated as donations. Note: fee payments no longer use the Giving Fund donation link — that link is for true donations only.

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. 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)