Wicked Wine Run

Staff Registration And Roster

Invite-only staff profiles, contact details, availability, history, and discrete permissions. The registered staff roster feeds event planning, punch lists, staffing, and messaging. Local save

Setup guide

How Staff Registration Works

Create A Staff Account

Manager enters the staff member name, email, phone, and initial roles.
Send invite creates a personal registration link and sends it by email when Resend is configured.
Staff opens their personal registration link and completes their own profile.
Staff owns profile fields like phone, email, airports, emergency contact, profile photo, password, and optional two-factor setting.
A staff profile can be created before any event exists.

Roster Feeds Operations

Manager reviews the registered staff roster.
Manager can assign multiple roles because permissions are discrete and do not inherit.
Manager can mark area experience and planning notes.
Event Manager, Punch Lists, staffing, travel planning, and messaging use this roster as their source of staff.
When an event exists, managers can assign staff to an event area and elect one person as the area owner.
Multiple people can work the same area; the owner is the responsible lead for that area.

Ownership Boundary

Staff-owned fields are profile details the staff member controls: phone, email, airports, emergency contacts, profile photo, password, MFA, and availability.
Manager-owned fields are operating details managers control: roles, area experience, positions, pay rate, notes, event assignments, and ownership.
Both portions live on the same staff record so Punch Lists and other modules can use one clean roster.

Messaging Setup

Email uses Resend when RESEND_API_KEY and RESEND_FROM_EMAIL are set in Vercel.
Use an email address on a domain verified in Resend for RESEND_FROM_EMAIL.
SMS is intentionally deferred; staff messages send by email for now.
Invite messages send from Send invite; event assignment messages use Queue staffing messages, then Send queued messages.
If messaging is not configured, the app still creates the invite and shows its link token for testing.

Invite flow

Invite And Register Staff

Manager sends invite

Invite delivery is by email. Phone is collected for the staff profile.

Initial roles

Roles are discrete. Select every role this person needs.

Owner/Admin

Manage company-wide settings, users, roles, module configuration, and sensitive business records.
Create and edit events in Event Manager, plus staff records, templates, historical records, and operating standards.

Race Director

Run a specific event from planning through race day.
Assign area owners, review event readiness, update race-day task status, and see event-wide dashboards.
Enter or review attendance, scanner, and operational counts needed by the team.

Event OpsSelected

Work on the ground at the event.
See assigned event areas, punch lists, instructions, maps, and ad-hoc tasks available to staff.
Update task status, pick up open tasks, and submit counts or photos requested by the punch list.

Volunteer/Charity Coordinator

Manage volunteer, charity, fundraising, and community-group information.
See volunteer staffing needs, outreach notes, availability, assignments, and historical volunteer records.
Upload or update historical context that helps future volunteer planning.

Travel Coordinator

Track staff travel preferences, nearest airports, availability windows, and event travel planning needs.
Help managers compare staffing options by location, availability, and travel burden.

Sponsors/Vendors/Food Trucks Coordinator

Manage vendor, sponsor, and food truck outreach records.
Track contacts, quotes, service needs, confirmations, and event-specific vendor notes.

Customer Service

Support participant-facing questions and event communication workflows.
See the event details and operational notes needed to answer customer issues accurately.

Staff completes own profile

Optional two-factor authentication

Password recovery

Roster

Registered Staff

One staff record contains staff-owned profile data and manager-owned roster data. Punch Lists will pull from this registry for owners, helpers, assignments, notifications, and permissions.

Manager-owned roster fields

Managers maintain operating roles, area experience, positions, pay rates, and internal notes. Staff do not overwrite these fields.

Name / location	Permissions	Area allocation	Pay / notes
Nashville, TN - BNA	Roles for Robert Roles are discrete. Select every role this person needs. Owner/Admin Manage company-wide settings, users, roles, module configuration, and sensitive business records. Create and edit events in Event Manager, plus staff records, templates, historical records, and operating standards. Race Director Run a specific event from planning through race day. Assign area owners, review event readiness, update race-day task status, and see event-wide dashboards. Enter or review attendance, scanner, and operational counts needed by the team. Event OpsSelected Work on the ground at the event. See assigned event areas, punch lists, instructions, maps, and ad-hoc tasks available to staff. Update task status, pick up open tasks, and submit counts or photos requested by the punch list. Volunteer/Charity Coordinator Manage volunteer, charity, fundraising, and community-group information. See volunteer staffing needs, outreach notes, availability, assignments, and historical volunteer records. Upload or update historical context that helps future volunteer planning. Travel Coordinator Track staff travel preferences, nearest airports, availability windows, and event travel planning needs. Help managers compare staffing options by location, availability, and travel burden. Sponsors/Vendors/Food Trucks Coordinator Manage vendor, sponsor, and food truck outreach records. Track contacts, quotes, service needs, confirmations, and event-specific vendor notes. Customer Service Support participant-facing questions and event communication workflows. See the event details and operational notes needed to answer customer issues accurately.	Areas for Robert	Strong setup lead. Good with finish line flow.
Louisville, KY - SDF, BNA	Roles for LB Roles are discrete. Select every role this person needs. Owner/Admin Manage company-wide settings, users, roles, module configuration, and sensitive business records. Create and edit events in Event Manager, plus staff records, templates, historical records, and operating standards. Race Director Run a specific event from planning through race day. Assign area owners, review event readiness, update race-day task status, and see event-wide dashboards. Enter or review attendance, scanner, and operational counts needed by the team. Event OpsSelected Work on the ground at the event. See assigned event areas, punch lists, instructions, maps, and ad-hoc tasks available to staff. Update task status, pick up open tasks, and submit counts or photos requested by the punch list. Volunteer/Charity Coordinator Manage volunteer, charity, fundraising, and community-group information. See volunteer staffing needs, outreach notes, availability, assignments, and historical volunteer records. Upload or update historical context that helps future volunteer planning. Travel Coordinator Track staff travel preferences, nearest airports, availability windows, and event travel planning needs. Help managers compare staffing options by location, availability, and travel burden. Sponsors/Vendors/Food Trucks Coordinator Manage vendor, sponsor, and food truck outreach records. Track contacts, quotes, service needs, confirmations, and event-specific vendor notes. Customer Service Support participant-facing questions and event communication workflows. See the event details and operational notes needed to answer customer issues accurately.	Areas for LB	Good candidate for trailer consumables count workflow.

Staff-owned profile fields

Staff Profile

Staff control contact information, airports, emergency contact, password/security settings, and availability. Manager-only roster fields stay in the table.

Availability

Nashville Wine Run

2027-04-18 - Nashville, TN

Permissions Owned

Owned Start Line punch list - Nashville Wine Run

Ad-Hoc Tasks Completed

Restocked water at finish

Moved barricade to chute

Downstream staffing

Use Registered Staff For Events

Events are created and owned by Event Manager. This section uses the staff registry to plan area coverage once an event exists.

Event staffing context

Assign people to Nashville Wine Run areas

Make this person the area owner

Robert

Start Line - Area owner

Area owner

Area coverage

Shows how many people are assigned and how many have experience in the area.

Trailer

Assigned

Experienced

Owner: Unassigned

Registration

Assigned

Experienced

Owner: Unassigned

Start Line

Assigned

Experienced

Owner: Robert

Finish Line

Assigned

Experienced

Owner: Unassigned

Wine / 1K

Assigned

Experienced

Owner: Unassigned

Wine / 5K

Assigned

Experienced

Owner: Unassigned

Parking

Assigned

Experienced

Owner: Unassigned

Volunteers

Assigned

Experienced

Owner: Unassigned

Messages

No staffing messages queued.

Future functionality

Race Director Event Dashboard

Build a per-event Race Director dashboard with links to everything needed for that race: roster, area coverage, maps, notes, punch lists, consumables, expected attendance, scanner counts, messages, and a view of which assigned staff have prior experience in each race area.