Admin Documentation
Welcome to the BPVA Calendar Administrator Guide. This documentation provides comprehensive guidance for all administrative features in the BPVA Calendar application.
📋 Quick Start
New to the admin role? Start here:
- User Management - Set up user roles and permissions
- Calendar Management - Configure calendar access
- Gym Location Settings - Set up gym check-in location
📚 Documentation by Feature
Calendar & Events
- Calendar Management - Configure public calendars, add external calendars, manage calendar access
- Event creation, editing, and deletion through the calendar interface
User & Member Management
- User Management - Manage user roles, memberships, family linking, and emergency contacts
- Athlete Document Review - Review and approve athlete registration forms and waivers
Training & Workouts
- Workout Templates - Create and manage pole vault workout templates
- Exercise Library - Maintain library of pole vault exercises and drills
- Warmup Drills - Create warmup routines with video demonstrations
Indoor Meets & Competitions
- Indoor Meet Management - Create meets, track registrations, manage competition day
- Pole Checkout for Meets - Track pole rentals for athletes competing at meets
Inventory Management
- Pole Inventory - Complete pole vault pole inventory and rental management system
Check-In & Attendance
- Gym Location Settings - Configure gym GPS coordinates and check-in radius
- Check-In Reports - View detailed attendance and check-in analytics
- Automated Reporting - Configure automated daily check-in reports via email
- Quick Check-In (Receptionist) - Front desk check-in interface
Notifications & Messaging
- Push Notifications - Send announcements and alerts to all users
System Administration
- Cache Management - Monitor and manage calendar cache
🎯 Common Admin Tasks
Daily Tasks
- Review athlete check-ins
- Approve pending athlete documents
- Respond to calendar event changes
- Monitor app notifications
Weekly Tasks
- Review user memberships and expirations
- Update calendar events for upcoming week
- Check pole inventory and overdue rentals
- Review check-in reports
Monthly Tasks
- Add new users and assign roles
- Update membership expirations
- Review and update workout templates
- Plan indoor meets for next month
- Audit system usage and analytics
Seasonal Tasks
- Configure calendar for indoor/outdoor season
- Update warmup sequences
- Prepare for meet season
- Archive old data and events
🔧 Feature Access
Admin Dashboard
Access all admin features from the main admin dashboard:
- Calendar Management
- User Management
- Pole Inventory
- Workout Templates
- Indoor Meets
- Check-In Reports
- Notifications
- Settings
Navigation
- Sidebar Menu: Access all major features
- Quick Actions: Common tasks accessible from dashboard
- Search: Find users, poles, events quickly
- Notifications: Stay informed of important updates
📱 Mobile vs Web
Most admin features are available on both mobile (iOS/Android) and web platforms:
Mobile Optimized:
- QR code scanning (pole inventory, check-ins)
- Push notifications
- Camera for athlete photos
- GPS for location verification
Desktop Optimized:
- Bulk data entry
- Report generation and export
- Multi-user management
- Complex calendar operations
🔐 Security & Permissions
Admin Role Requirements
- Only users with Admin role can access admin features
- Admins have full read/write access to all data
- Cannot remove the last admin (system protection)
- All admin actions are logged
Best Practices
- Use strong passwords with Google/Apple Sign-In
- Don’t share admin credentials
- Review admin list quarterly
- Remove admin access when staff leaves
- Follow least-privilege principle
🆘 Getting Help
Support Resources
- Documentation: This admin guide and feature-specific docs
- In-App Help: Tap (?) icons throughout the app
- Support Email: Contact support team
- Privacy Policy: View Policy
Troubleshooting
Each feature documentation includes a troubleshooting section. Common issues:
- Calendar sync problems → Calendar Management
- Check-in location issues → Gym Location Settings
- User permission problems → User Management
- Pole inventory tracking → Pole Inventory
📊 Reports & Analytics
Available reports for admins:
- Daily check-in reports (automated via email)
- Membership expiration reports
- Pole inventory status
- Meet registration statistics
- User engagement analytics
- Document completion rates
🚀 New Features & Updates
The BPVA Calendar app is continuously improving. Recent additions:
- Pole checkout for meets with QR scanning
- Automated daily check-in reports
- Athlete document management system
- Enhanced workout template builder
- Indoor meet management
Check the main documentation site for update announcements and release notes.
📝 Feedback
Help us improve the BPVA Calendar system:
- Report bugs or issues to support
- Suggest new features
- Share admin workflow improvements
- Contribute to documentation
Documentation Version: 1.0
Last Updated: December 2024
BPVA Calendar App: Buckeye Pole Vault Academy