Decisions Log

Split Full_Name into separate First_Name and Last_Name fields on the Contacts table.

Make email templates need to address recipients by first name only ("Hi Sarah,"). A single Full_Name field requires string manipulation in every scenario. Separate fields are cleaner for personalisation and for Softr display blocks.

All Make email scenarios use {{Contact.First_Name}} for salutation. Concatenate both fields when a full name is needed. ERD updated to v2 to reflect this change.

Create a "PPN House" record in the Suppliers table. Set it as the default value for Referred_By_Supplier on all Events where no external supplier referred the enquiry.

Commission split formulas need to run identically for all quotes — no special-case code for "no referral." With PPN House as the default, Has_Referral = FALSE simply means the 4% referral share goes to PPN rather than a third party. One formula, no branching.

Referrals table, all commission formulas on Quotes and Payment_Schedules. PPN House record must exist in Airtable before any Quote records are created.

Build a [Ref] Outcodes reference table in Airtable. Populate with 2,857 rows from the Gibbs/uk-postcodes GitHub CSV. Fields: Outcode (PK), Latitude, Longitude, Town, Region, Country.

Distance-based supplier matching requires lat/long at the postcode level. Pre-aggregated outcode-level data is sufficient (no need for full postcode granularity), freely licensed, and directly importable to Airtable. Avoids the cost and complexity of a live postcode API.

Suppliers and Events both have an Outcode FK to this table. Make extracts the outcode from Postcode_Raw using a formula, then links the record. Haversine distance calculation in the Match Engine uses lat/long from this table.

Commission is calculated and recorded on each row of Payment_Schedules as the payment falls due — not as a single total on the Quote.

Events have multi-stage payment structures (Deposit, Interim, Balance). PPN's commission obligation is tied to when the supplier actually receives money. Tracking per instalment enables accurate cash flow reporting and prevents commission being "collected" before the supplier is paid.

Payment_Schedules has full commission formula fields (Commission_Due, PPN_Overhead, Referral_Share, PPN_Net). Commission Tracker view in Airtable filters by Commission_Paid = FALSE. Settlement Payment_Schedule is created dynamically only after Honesty Loop confirms the event happened.

Add a Contact_Stage single-select field to the Contacts table with values: Waitlist / Onboarding / Active / Inactive.

Lou has pre-launch email workflows for waiting list signups that are distinct from registered suppliers. Make needs to distinguish between these stages to route emails correctly — a waitlisted contact should not receive the same onboarding flow as an active supplier.

Make pre-launch scenarios filter by Contact_Stage = Waitlist. The "Network Is Now Live" broadcast targets this segment. ERD updated to v3.

Add Introduction_Date and Protection_End_Date to the Referrals table. Protection_End_Date = Introduction_Date + 4 years.

Lou's supplier terms include a 4-year tapering commission (10/8/6/4%) for repeat bookings between the same event organiser and supplier after an introduction. PPN needs a permanent record of when the introduction was made and when the protection expires to enforce this contractually and to send bi-annual reminder emails.

Applies to repeat-event bookings only. One-off events remain at standard 10%. Make scheduled scenario (May and October) queries Referrals where Protection_End_Date is in the future. R5 email template sends tapering schedule reminder. ERD updated to v3.

Add a Supplier_ID lookup field to Quotes, Payment_Schedules, Reviews, and Activity_Log — not just a linked record field.

Softr's filtering mechanism works on text/number fields, not on linked record fields. A supplier logged into the Softr portal can only see their own records if there is a plain Supplier_ID text field to filter against. Linked record fields alone are not filterable in Softr.

Every child table has a lookup chain of max 2 hops (confirmed safe). Must be built into the schema from day one — retrofitting is painful. No functional impact until Softr is configured in Phase X.

Do not add Insurance_Expiry_Date to the Suppliers table. Remove the related email template from the tracker.

Insurance validity is a matter between the supplier and their event clients, not PPN's liability to monitor. Adding this field would imply PPN is vouching for supplier compliance, which is outside the platform's scope and creates potential legal exposure.

Email template O5 (Insurance Expiry Warning) removed from the workspace. No field added to Suppliers table. Removes one Make scheduled scenario from the build scope.

Add Referral_Code (Single Line) to Suppliers — unique per supplier, auto-generated by Make at onboarding (e.g. SMITH24), customisable via Softr in Phase X. Add Referral_Code_Used (Single Line) to Events — captures the raw ?ref= URL parameter from the Event Request form. Add How_Did_You_Find_Us (Long Text) to Events — open text, marketing insight only. Make looks up Referral_Code_Used against Suppliers.Referral_Code on Event submission and writes the matched supplier to Referred_By_Supplier. Defaults to PPN House if no valid code found.

Previous design relied on manual entry or organiser input for referral attribution, which is unreliable and unscalable. Code-driven lookup removes human error, makes referral tracking self-serve (suppliers share their unique URL), and keeps the commission formula stack unchanged.

Suppliers table (add Referral_Code), Events table (add Referral_Code_Used, How_Did_You_Find_Us, update Referred_By_Supplier description), Make Event submission scenario (new lookup step), Tally Event Request form (hidden ?ref= field). Commission formulas and Referrals table structure unchanged.

Add Coverage_Regions (Multi-Select) to Suppliers with options: North East / North West / Yorkshire and the Humber / East Midlands / West Midlands / East of England / London / South East / South West / Wales / Scotland / Northern Ireland / Ireland. Add Event_Region (Lookup) and Event_County (Lookup) to Events, both pulling from the linked [Ref] Outcodes record. Update Coverage_Type options to: Miles Radius / Named Counties / Named Regions / Counties + Regions / National. Match Engine ORs across county and region checks.

UK geography is inconsistent — some suppliers think in counties, others in regions. Forcing county-only coverage excludes suppliers who legitimately cover large areas. Adding regional matching provides flexibility without breaking the existing county path. The [Ref] Outcodes table already has Region populated, so the lookup is cost-free.

Suppliers table (new field, updated select options), Events table (two new Lookup fields), Make Match Engine scenario (OR logic across county and region). Flag for PPN Make Automations chat to update Match Engine spec.

Do not store bank account or sort code details in Airtable. Commission payouts handled via Stripe Connect or Stripe Payment Links. Add to Suppliers: Stripe_Connect_ID (Single Line), Bank_Details_Confirmed (Checkbox), Payout_Method (Single Select: Stripe Connect / Stripe Payment Link / Manual), Referral_Credits_Balance (Currency £). Add to Subscriptions: Stripe_Customer_ID (Single Line), Stripe_Subscription_ID (Single Line), Next_Billing_Date (Date). Exact payout mechanism is a Lou decision — schema fields are consistent across all Stripe options.

Storing raw bank details in Airtable creates unnecessary PCI/data security exposure and manual payment processes. Stripe handles compliance, authentication, and payout rails. Schema fields are additive and non-breaking regardless of which Stripe product is chosen.

Suppliers table (4 new fields), Subscriptions table (3 new fields). Email templates R1 and R4 reference to "bank details" should be updated to reference Stripe onboarding. Flag for PPN Email CMS chat.

Add Applied_Commission_Rate (Number, 2 d.p.) to the Quotes table. Make populates this at quote creation by checking Referrals for an active protection period between the same Organiser and Supplier, calculating the current year (1–4), and setting the appropriate rate (10% / 8% / 6% / 4%). All commission formulas on Quotes and Payment_Schedules reference this field instead of the hardcoded 0.10 value.

The 4-year tapering commission (decision B-02) had no schema implementation — the commission rate was hardcoded at 10% in all formulas with no variable rate mechanism. Without this field, Make has nowhere to write the calculated rate and formulas cannot respond to the tapering schedule.

Quotes table (new field). All Commission_Due formulas on Quotes and Payment_Schedules must be updated to reference Applied_Commission_Rate instead of 0.10. Make quote creation step gains a pre-write lookup against Referrals. Flag for PPN Make Automations chat.

Add ITQ_Sent_At (DateTime) to the Quotes table. Make writes this timestamp when the ITQ email is dispatched. The Is_Overdue formula uses DATETIME_DIFF(NOW(), ITQ_Sent_At, "hours") > 72.

The original Hours_Since_Invited formula referenced Submitted_At (when the supplier submits their quote), meaning a quote is ~0 hours "overdue" the moment it's submitted — the formula was logically inverted. The overdue clock must start when the ITQ is sent, not when the supplier responds.

Quotes table (new DateTime field). Hours_Since_Invited and Is_Overdue formula fields must be updated to reference ITQ_Sent_At. Make ITQ dispatch step gains a write-back to this field. Flag for PPN Make Automations chat.

Add Dedup_Reviewed (Checkbox) to the Events table. Lou or Katie tick this after reviewing a flagged duplicate. The Duplicate Flags view filters: Duplicate_Flag = TRUE AND Dedup_Reviewed = FALSE.

Without this field, the Duplicate Flags view has no way to clear reviewed items — every flagged event shows permanently regardless of whether it has been assessed. The queue becomes unworkable within weeks of launch.

Events table (new checkbox field). Duplicate Flags view filter updated to include Dedup_Reviewed = FALSE condition.

Add Winning_Quote (Linked Record → Quotes, single record) to the Events table. Make writes this when a Quote status changes to Accepted. Email A3 (Quotes Not Accepted, sent to losing suppliers) triggers on this field being set.

Email template A3 requires a trigger of Event.Winning_Quote set. Without this field, Make would need to query all Quotes for an event when any single Quote is accepted — a fragile multi-hop query. A direct field enables clean Airtable-native automation triggers and makes the acceptance state explicit.

Events table (new Linked Record field). Make Quote acceptance step gains a write-back to this field. A3 automation trigger updated. Flag for PPN Make Automations chat.

Update Subscription_Status options to: Pending / Free Trial / Active / Paused / Cancelled. Pending = default for newly onboarded suppliers not yet invoiced. Add Trial_Months_Granted (Number) and Trial_End_Date (Date) to Suppliers. Make flips status from Free Trial to Active when TODAY() passes Trial_End_Date and triggers the first invoice.

Original options (Active / Paused / Cancelled) assumed the supplier had an existing subscription. New onboarding creates a gap state with no valid status. Pending solves the default. Free Trial supports introductory offers. Separate trial fields give Lou full visibility — who's in trial, when it ends, how many months were granted — without burying it in notes.

Suppliers table (updated select options, 2 new fields). Supplier Hub view gains a Pending filter useful for tracking unconverted onboarding. Make subscription activation step checks Trial_End_Date. Flag for PPN Make Automations chat.

Update the Duplicate_Check_Key formula to: IF(Organiser_Company, UPPER(TRIM(Organiser_Company)), UPPER(TRIM(Organiser_Name))) & "-" & Outcode & "-" & TEXT(Event_Date, "YYYY-MM"). Organiser_Company is not made mandatory on the Event Request form.

Private individuals (e.g. wedding bookings without a company name) would leave Organiser_Company blank, causing the key to become -GL7-2026-06 — colliding with all other blank-company submissions from the same outcode in the same month, generating false duplicate flags.

Events table — Duplicate_Check_Key formula field needs manual update in Airtable. Tally Event Request form — Organiser_Company remains optional.

Supplier_Stock table (Layer 2 stub): New table with one record per tent type per supplier. Fields include Tent_Type, Tent_Size_m, Units_Available, Persons_Per_Unit_From, Persons_Per_Unit_To, Beds_Included, Bed_Type, Notes, plus formula fields Capacity_From_This_Type and Capacity_To_This_Type. Rollups Capacity_From and Capacity_To added to Suppliers table.

Events table additions: Glamping_Tent_Preference (Open / Type Specified / Fully Specified), Glamping_Tent_Types_Requested (multi-select), Glamping_Units_Requested (number), Glamping_Spec_Notes (long text), Payment_Arrangement (Organiser Pays Supplier / Guests Book Direct / TBC).

Suppliers table additions: Capacity_From rollup, Capacity_To rollup, Offers_Booking_System checkbox.

Glamping capacity cannot be expressed as a single number. A 5m bell tent may sleep 4 in a family setup or 2 in a couples setup — the same unit, different configurations. "From" and "To" terminology is used deliberately over "Min" and "Max" to reflect ideal occupancy ranges rather than hard limits. A single Max_Sleeping_Capacity field would either overstate or understate actual availability depending on how the supplier configures units for a given booking.

Organiser tent requests exist on a spectrum: some are fully open, some specify a type, some provide an exact procurement spec. The Match Engine needs to know which tier the request falls into in order to filter appropriately. Tier 1 (Open) matches on capacity range only. Tiers 2 and 3 additionally filter on tent type and unit count. Tier 3 specifics pass through to the ITQ as context for the supplier.

The booking system use case (supplier operates direct guest booking rather than organiser-to-supplier contract) is a valid future feature that changes the commission model and ITQ flow. Stubbing Offers_Booking_System and Payment_Arrangement now avoids retrofitting the schema later.

New Supplier_Stock table required — Layer 2 stub, no automation at launch. Existing flat glamping fields on Suppliers (Tent_Types, Tent_Sizes) remain as interim matching data at launch and are superseded by stock rollups in Phase X. Match Engine glamping capacity logic deferred to Phase X — Lou reviews glamping matches manually at launch. Payment_Arrangement and Offers_Booking_System are Phase X features only. ERD requires v6 update to show Supplier_Stock and its FK to Suppliers. Decided: 26 March 2026.