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SCOTT'S GIG APPROVAL SYSTEM

Notification spec - DEFINITIVE SOURCE

Last updated: 2026-01-21 • Status: SPEC LOCKED

CORE DESIGN

✓ CLUTTER FREE - One notification, one decision

✓ SIMPLE - GREEN YES or RED NO (no rates, no complexity)

✓ STREAMLINED - Eliminates need to check WhatsApp/calendar/emails

✓ EASY - No setup, no logging into anything

✓ STRESS FREE - Notifications do the work for them

THE FLOW

1

MANAGER RECEIVES GIG OFFER

Manager pastes gig offer text, uploads screenshot, or AI scans email for offer

2

CB51 PROCESSES + SENDS MANAGER NOTIFICATION

• CB51 receives offer details

• Sends Manager a notification: "GREEN YES / RED NO?"

• Manager has 2 options on the notification itself

3A

IF MANAGER CLICKS YES

→ Band members get same notification: "Manager says YES - you in?"

→ Same format: GREEN YES / RED NO

→ Band checks their personal diary (in their head or on their calendar)

3B

IF MANAGER CLICKS NO

Done. Nothing happens. Band never hears about it.

4A

IF ALL BAND MEMBERS CLICK YES

Manager gets notification: "Band confirmed - all YES ✓"

Auto-actions happen:

• CB51 drafts confirmation email to agent/promoter

• Manager can send it directly (1 click)

• Auto-syncs gig to:

- CB51 calendar (main calendar)

- Band members' calendars (if linked)

- Personal calendars (if synced)

Everything documented in CB51 - full audit trail

4B

IF ANY BAND MEMBER CLICKS NO

• Notification asks them: "Why not?" (simple text reply)

• They give reason: "Clash with session", "Can't get to venue", etc

• Manager gets notification: "Band said NO - [reason]"

• Manager discusses with them directly to find resolution

• If resolved: Manager can re-send YES/NO

• If not resolved: Gig is dead, documented in CB51

NOTIFICATION REQUIREMENTS

✓ Notifications must be:

  • • Clutter-free (no extra info, just offer summary)
  • • Simple (GREEN YES / RED NO buttons only)
  • • Easy to understand (one decision)
  • • Fast to respond to (no thinking required)
  • • Stress-free (binary choice, that's it)

✗ Notifications must NOT include:

  • • Rates or money (remove entirely)
  • • Travel details (can be discussed after YES)
  • • Contract terms (separate conversation)
  • • Multiple choice options (YES or NO only)
  • • Any setup or configuration needed

HOW MANAGER SUBMITS OFFER

Option 1: Pastes gig offer text directly

Option 2: Uploads screenshot of offer

Option 3: AI scans email for offer (future)

→ CB51 extracts key details: venue, date, time, contact

CALENDAR SYNC (WHEN ALL YES)

1. CB51 Calendar: Gig appears immediately

2. Band Members' Calendars: If they've linked their calendars (Google/Apple)

3. Personal Calendars: If they've given permission

→ No manual data entry. No copy/pasting. Just syncs.

AUTO-DRAFTED EMAIL TO AGENT

When all band members say YES:

CB51 generates email template confirming:

  • ✓ Band confirmed
  • ✓ All members available
  • ✓ Details (venue, date, time)
  • ✓ Contact info

Manager: 1-click send or edit first

→ Takes 5 seconds. Eliminates typing the same email 50 times.

EVERYTHING DOCUMENTED IN CB51

Full audit trail captured:

  • • Original offer received (date/time)
  • • Manager's decision (YES/NO)
  • • Each band member's response (YES/NO + reason if NO)
  • • Resolution (confirmed or rejected)
  • • Email sent to agent (timestamp, content)
  • • Calendar entries created

Why: No more "did we confirm this?" - everything's searchable, timestamped, auditable

CRITICAL POINTS (DON'T MISS)

⚠️ NO RATES OR MONEY MENTIONED IN NOTIFICATIONS

⚠️ GREEN YES / RED NO ONLY (no other options)

⚠️ STRESS FREE - manager/band answer ONE notification each

⚠️ PURPOSE: Save time by automating calendar sync + agent confirmation

⚠️ If ANY member says NO, they explain why + manager discusses

⚠️ Everything documented for audit trail

Spec locked: 2026-01-21 • Next: Build notification system based on this spec