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SStandShare

Core Concepts

StandShare is organized around five core entities. Understanding how they relate to each other makes every other part of the platform easier to navigate.

Organization
└── Events
    └── Stands
        └── Worker Assignments
Family Accounts (linked to the Organization, credited via Events)

Each layer exists within the one above it, and financial activity flows from Stands and Worker Assignments down into Family Accounts.

Organization​

An Organization is the top-level tenant in StandShare. Everything — events, family accounts, funds, documents, and settings — belongs to exactly one Organization. Each Organization gets its own subdomain (for example, yourorg.standshare.app) and is fully isolated from all other Organizations on the platform.

Key attributes:

  • Name and slug — a unique name and URL-safe identifier used for subdomain routing
  • Status — active, suspended, or disabled
  • Join policy — open (families can self-register) or invite_only (Admin must invite)
  • Settings — fund deduction rates, notification preferences, branding, and other configurable options
Why it matters

Every piece of data in StandShare is scoped to an Organization. A user, a family account, an event, or a fund only ever exists within one Organization and is never visible to anyone outside of it.

Events​

An Event represents a single concession stand work opportunity at a venue on a specific date. Administrators or Coordinators create Events, assign families to Stands, and then settle the Event after it concludes to credit Family Accounts.

Key attributes:

  • Name, venue, and date — identifies the event
  • Status — upcoming, active, completed, or settled
  • Settlement status — tracks the financial reconciliation lifecycle from upcoming through settled
  • Fund distribution enabled — a per-event toggle that controls whether organizational fund deductions are applied during settlement
  • Max workers — optional cap on how many workers can be assigned
  • Signup window — optional signupOpenAt and signupCloseAt timestamps for timed or tiered worker registration
Why it matters

Events are the primary mechanism through which families earn credits. An Event must be settled before any Family Account receives a commission. Leaving Events unsettled means families cannot access funds they have earned.

Stands​

A Stand is a physical concession stand location within an Event venue. Events can have multiple Stands, and workers are assigned to specific Stands. Financial data — total commission and credit card tips — is recorded per Stand during settlement.

Key attributes:

  • Stand number — a label identifying the physical location (for example, "Stand 4" or "Gate B")
  • Max workers — optional cap on workers for this Stand
  • Total commission — the gross revenue recorded for this Stand after the event (stored as DECIMAL(12,2))
  • CC tips — credit card tips earned at this Stand (stored as DECIMAL(12,2))
Why it matters

Stand-level financial data is the input to the settlement engine. The commission and tips recorded for each Stand are what the settlement calculation distributes to the families whose workers staffed it.

Worker Assignments​

A Worker Assignment is the record that links a specific worker to an Event — and optionally to a specific Stand. It tracks whether the worker showed up, and carries the role they were assigned (such as grill, register, or runner).

Key attributes:

  • Family — the family this assignment counts toward (required)
  • User / worker name — the specific individual doing the work
  • Stand — optional link to the Stand the worker was assigned to
  • Attendance status — assigned, confirmed, attended, no_show, or cancelled
  • Registration status — confirmed, waitlisted, cancelled_by_family, or declined
  • Role assignment — the job role at the stand (free text, for example "grill" or "register")
Why it matters

Settlement payouts are calculated per-worker. Only workers with an attended attendance status are counted in the payout calculation. If a worker is marked no_show, their family does not receive a per-worker share for that event.

Family Accounts​

A Family Account is the financial ledger for a single family within an Organization. Every family has exactly one Account. Credits flow in from event settlement payouts; debits flow out from scholarship payments, fund deductions, and fees. Families can check their balance and full transaction history at any time.

Key attributes:

  • Current balance — the live running balance (stored as DECIMAL(12,2) — never floating point)
  • Transactions — the full history of credits and debits with running balance after each entry
  • Transaction types — event_commission, commission_bonus, scholarship_payment, fund_deduction, membership_fee, season_rollover, reimbursement, equipment_supplies
  • Fund deductions JSON — each transaction records a breakdown of how much was deducted to the General Fund, Board Fund, and Insurance Fund
Why it matters

The Family Account balance is the source of funds for scholarship requests. A family cannot request more than their current balance. Every debit and credit is immutably recorded with a running balance, so the history is always auditable and transparent.

How the entities connect​

Here is a concrete example of how a single event flows through the system:

  1. An Organization creates an Event for an upcoming basketball game.
  2. The coordinator adds two Stands to the event (Stand 1 and Stand 2).
  3. Workers from several families are assigned via Worker Assignments — some to Stand 1, some to Stand 2.
  4. On the night of the event, the coordinator marks attendance. Three workers are attended; one is no_show.
  5. After the event, the coordinator enters the commission and tips for each Stand.
  6. The settlement engine runs: it applies fund deductions, calculates the per-worker net payout, and creates transaction entries crediting each participating Family Account.

Training System​

StandShare includes a training system that helps organizations ensure workers are prepared before they staff events. Training can be used for onboarding, safety procedures, compliance requirements, or any other knowledge workers need.

Training modules​

A training module is a single unit of training content. Each module contains one or more lessons (text, video, or other media) and may include an optional quiz to verify comprehension. Modules are created by administrators and can be reused across multiple programs.

Key attributes:

  • Title and description -- identifies the module and its purpose
  • Lessons -- ordered content within the module
  • Quiz -- optional assessment at the end of the module
  • Completion tracking -- records when each worker completes the module

Training programs​

A training program is a sequence of training modules grouped together and assigned as a unit. Programs define the order in which modules should be completed and track overall progress.

Key attributes:

  • Program name -- identifies the training program
  • Modules -- an ordered list of training modules in the program
  • Completion requirements -- whether all modules must be completed or just specific ones

Training assignments​

Administrators assign training programs to workers (individually or in bulk). Each assignment tracks the worker's progress through the program's modules. Training assignments can be linked to compliance requirements -- if a worker has not completed required training, they may be placed under a compliance hold that prevents event signup.

QR Check-In​

StandShare uses QR code-based check-in to streamline event attendance tracking. This replaces manual roll calls and paper sign-in sheets.

QR credentials​

Each worker has a QR credential -- a unique QR code that identifies them on the platform. The QR code is displayed on the worker's device (phone or tablet) and can be presented at event check-in.

Scanner PWA​

The Scanner PWA (Progressive Web App) is a lightweight application used by event staff or operators to scan worker QR codes. It runs in a web browser and does not require installation from an app store.

Key capabilities:

  • Camera-based scanning -- uses the device camera to read QR codes
  • Manual search -- allows staff to look up workers by name when scanning is not possible (e.g., if a worker forgot their device)
  • Offline support -- caches worker data locally so check-in can continue even without an internet connection, syncing when connectivity is restored

Coverage grid​

The coverage grid (also called the check-in grid) provides a real-time view of staffing coverage at an event. It shows:

  • Which stands have been staffed and which have gaps
  • Which workers have checked in and which are still expected
  • Overall attendance status for the event

Event coordinators and operators use the coverage grid to identify staffing issues in real time and reassign workers as needed.

Venue Operators​

StandShare supports a multi-organization model where operator organizations manage venues and work with multiple concession stand teams.

Operator organizations​

An operator is a venue management organization that runs one or more venues. Operators have their own StandShare accounts and can manage venue configurations, stand layouts, and event check-in independently from the organizations whose workers staff those venues.

Venue discovery​

Venue discovery is the platform feature that connects operators with organizations. It works as follows:

  1. Organizations opt in -- an organization enables discovery in their settings and fills out a discovery profile (description, service area, organization type).
  2. Operators browse -- operators search the discovery directory to find organizations in their area that match their needs.
  3. Connection invites -- operators send invites to organizations they want to work with.
  4. Organizations respond -- organizations accept or decline invites. Accepted invites create a connection.

Venue agreements​

Once connected, an operator and an organization can collaborate on events at the operator's venues. The operator manages venue logistics (stand layouts, check-in infrastructure), while the organization manages worker assignments and financial settlement.

Next Steps​