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Streamlined Approval Flow

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Feature: Two-Way Approval for Coach-Academy Affiliations

As an academy owner or coach,
I want a clear, two-way approval process when associating a coach with an academy,
So that both parties can confirm their partnership, maintain data privacy, and ensure legitimate affiliations on the platform.

User Flow & Detailed Steps

  1. Coach Indicates Academy Affiliation

    • Scenario: A coach is already on the FanToPark platform and wants to join or declare membership with a particular academy.
    • Steps:
      1. The coach navigates to Profile Settings and selects “I am part of an academy.”
      2. The coach enters the academy owner’s phone number or a unique Academy ID.
      3. A confirmation request is triggered to the academy.
    • Outcome: The coach’s request is visible in the academy’s “Pending Requests,” awaiting approval or rejection.

  2. Academy Invites a Coach

    • Scenario: The academy has identified a coach (possibly through references or external conversation) and wants to officially add them to its roster.
    • Steps:
      1. The academy admin visits Coaches -> Invite Coach.
      2. The academy enters the coach’s phone number or email address.
      3. An invitation is sent to the coach via the FanToPark system (in-app notification, email, or SMS).
      4. The coach must accept or decline the invitation by checking the i consent box with tnc.
    • Outcome: If the coach accepts, the affiliation is created, pending final academy approval if needed.

  3. Two-Way Approval Mechanism

    • Scenario: Either the coach initiates affiliation, or the academy sends an invite. In both cases, final approval is required from the receiving party.
    • Steps:
      1. If a coach initiated, the academy owner/admin sees the request in “Coach Requests.” They choose Approve or Reject.
      2. If an academy initiated, the coach receives an in-app prompt or email. They choose Accept or Decline.
      3. Upon acceptance from both sides, the system finalizes the coach-academy link.
    • Outcome: This dual consent ensures that no affiliation is forced, and both the coach and the academy agree to the terms of the relationship.

  4. Assigning Roles and Permissions

    • Scenario: Once the coach-academy relationship is confirmed, the academy admin sets the coach’s role (e.g., Restricted Coach, Assistant Coach) and associated permissions.
    • Steps:
      1. The admin opens the newly added coach’s profile under the academy’s Coach Management area.
      2. Selects a role or customizes access privileges (e.g., view schedules, mark attendance, restricted fee access).
      3. Saves the settings, which take effect immediately in the coach’s interface.
    • Outcome: The coach now operates under the academy’s structure, with privacy safeguards in place as configured by the academy.

  5. Review & Audit of Approved Affiliations

    • Scenario: The academy wants to review all affiliated coaches periodically to maintain accurate records.
    • Steps:
      1. The academy admin accesses Affiliations or Coaches to see a list of everyone linked.
      2. From here, the admin can revoke or update a coach’s role if needed (e.g., if the coach transitions to a different position or leaves).
      3. The system logs these changes, providing an audit trail for reference.
    • Outcome: Academy affiliations remain current, with clear records of who approved each relationship and when.

Streamlined Approval Flow Table

Step Description Outcome
Coach Indicates Academy Affiliation Coach enters the owner’s phone number or Academy ID to request membership in that academy. Request awaits academy’s review and approval.
Academy Invites a Coach Academy admin sends an invitation to a known coach via phone number or email. Coach decides to accept or reject the invite.
Two-Way Approval Mechanism The receiving party (coach or academy) must approve or decline. Upon mutual consent, the affiliation is established. Ensures no unauthorized or forced affiliations.
Assigning Roles and Permissions Once approved, the academy admin sets the coach’s access level (Restricted Coach, etc.). Coach operates under the academy’s specified constraints for fees and guardian information.
Review & Audit of Approved Affiliations Academy admin reviews all affiliated coaches, updating roles or revoking access as necessary. Keeps the coach list accurate and maintains a clear record of approvals and relationship changes.

Through this two-way approval flow, FanToPark safeguards the integrity of coach-academy relationships by ensuring both parties acknowledge and consent to the affiliation before it becomes active.