Entry & Workflow Modernization
A proposal for the board: keep everything that works about the way clubs enter the Cavalcade, and take the paperwork, the fee math, and the chase-down off the secretary's plate. Three working demos are linked below.
The idea
The official entry blank quietly does the work of four different documents at once. Untangling them is what makes the rest straightforward — and it's why a digital version saves real time without changing how the Cavalcade runs.
Entry fees across 24 events, plus office charge, porta-johns, electric, armbands, tents, and stalls — totaled by hand today, computed automatically here.
Up to ~90 club members, certified by the secretary. Contestants must belong to the club they represent.
One contestant per event, with day preferences — the data that feeds the draw and, later, results.
Tents, electric, stalls, and camper counts on hard June 1 deadlines driven by the tent company's bill.
The approach: digitize intake while keeping paper working (mailed and walk-in forms are scanned and read, then confirmed by a person); automate the fee math and the signature routing; and land every submission in a spreadsheet the Cavalcade owns. Version one is data-only — money stays on the mailed-check rail, with card payment shown as a future option.
The demos
Each opens in a new tab. These are live, clickable demos running on sample data — no real backend wired up yet.
The simple win. A young woman representing her club submits her information, headshot, and program bio in one pass — no printing, no mailing, no attaching a separate page.
How it works: required fields are validated as you go, the headshot previews instantly, and on submit the entry is recorded and offered as a clean CSV — the same tidy row the office would otherwise retype.
The workhorse. A six-step process: pick events, add camp and logistics, list and certify the roster, route the waiver for officer signatures, then review an itemized total and pay. A second tab shows the office side, where a mailed paper form is scanned, read by OCR, and confirmed.
How it works: the fee total updates live as events and extras are added; signatures route by email in order — Secretary → VP → President; payment offers a card option (Stripe) alongside the traditional check; and on the office tab, the fee calculator catches a wrong handwritten total automatically.
The command center. Every club's entry stored as a record and tracked from submission through signatures to payment — so the office can see at a glance what's complete, what's stuck, and where.
How it works: open any club to see its full record, the signature path (Secretary → VP → President) with live status, and accounting totals. Advance a signature and watch it route to the next officer. A by-event view flips the same data around to show entrants per event — the seed of the draw.
How the pieces fit
What's next