NOVENIX PLATFORM - COMPLETE OPERATIONAL WORKFLOW
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Full system documentation for testing and review
Generated: February 15, 2026


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PLAYER WORKFLOW
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STEP 1: Initial Application
────────────────────────────────────────────────────────────────────────────
Page: PlayerApplication
User Action: Player fills out initial application form

Required Fields:
  • Full Name
  • Age
  • Current Level (youth_academy, college, semi_pro, professional, other)
  • Primary Position
  • Contact Email
  • Optional: Best Media Link
  • Optional: Why Now (one sentence)

System Action:
  • Creates PlayerApplication record (status: "new")
  • Creates PlayerDetailedIntake record (status: "pending")
  • Sends confirmation email to player

Entities Updated: PlayerApplication, PlayerDetailedIntake
Email Sent: Application confirmation to player


STEP 2: Admin Review - Application
────────────────────────────────────────────────────────────────────────────
Page: ApplicationReview (Admin only)

Admin Actions:
  • View all applications filtered by status
  • Review player details and detailed intake
  • Add reviewer notes
  • Change status to: new, shortlisted, rejected, invited_to_onboarding
  • Delete applications

System Action (if "invited_to_onboarding"):
  • Creates PlayerOnboarding record (status: "in_progress")
  • Sends invitation email with onboarding link

Entities Updated: PlayerApplication, PlayerOnboarding
Email Sent: Onboarding invitation to player


STEP 3: Player Detailed Intake
────────────────────────────────────────────────────────────────────────────
Page: PlayerDetailedIntake
User Action: Player completes detailed information form

Fields:
  • Injury History
  • Academic Institution + Link
  • Club Team Link
  • Season Appearances
  • Season Goals
  • Season Assists
  • Additional Stats
  • Career Highlights

System Action:
  • Updates PlayerDetailedIntake (status: "completed")

Entities Updated: PlayerDetailedIntake


STEP 4: Player Onboarding
────────────────────────────────────────────────────────────────────────────
Page: PlayerOnboarding
User Action: Player completes full onboarding form

Required Fields:
  • Full Legal Name
  • Date of Birth
  • Nationality
  • Location
  • Contact Email
  • WhatsApp
  • Primary Position
  • Secondary Positions (array)
  • Dominant Foot (left/right/both)
  • Height in cm (optional)
  • Current Club/School/College
  • Current Level
  • Media Links (array)
  • Full Match Video (optional)
  • Stat Profile Link (optional)
  • 3 Consent Checkboxes (must all be true)

System Action:
  • Updates PlayerOnboarding (status: "submitted")

Entities Updated: PlayerOnboarding


STEP 5: Admin Review - Onboarding
────────────────────────────────────────────────────────────────────────────
Page: OnboardingReview (Admin only)

Admin Actions:
  • View all onboarding submissions
  • Review all submitted information
  • Mark as "submitted" (if not already)
  • Create Player Profile from onboarding data
  • Delete onboarding records

System Action (when "Create Profile" clicked):
  • Creates PlayerProfile record (status: "under_review", verified: false)
  • Copies all data from PlayerOnboarding to PlayerProfile
  • Updates PlayerOnboarding (status: "profile_created")

Entities Updated: PlayerOnboarding, PlayerProfile


STEP 6: Profile Building & Review
────────────────────────────────────────────────────────────────────────────
Page: ProfileView (Admin only)

Admin Actions:
  • View complete player profile
  • Generate AI-assisted bio
  • Edit and save bio
  • Generate Scout Report with AI
  • Publish Scout Report
  • Update quality gate checklist

Scout Report Generation Includes:
  • Executive Summary
  • Technical Assessment
  • Tactical Fit Analysis
  • Key Strengths (array)
  • Areas for Development (array)
  • Data Gaps (array)
  • Profile Completeness Score
  • Recommended Next Steps
  • AI Confidence Score

System Action (when report published):
  • Creates/Updates ScoutReport (status: "published")
  • Updates PlayerProfile (profile_status: "published")

Entities Updated: PlayerProfile, ScoutReport


STEP 7: Profile Management
────────────────────────────────────────────────────────────────────────────
Page: ProfileManagement (Admin only)

Admin Actions:
  • View all player profiles in grid
  • Search by name or position
  • Filter by profile_status
  • Change profile_status (under_review, dossier_built, quality_gate, 
    verified, published, active, archived)
  • Toggle verified badge
  • Delete profiles
  • Navigate to detailed ProfileView

CRITICAL AUTOMATION - When status changed to "published":
  • System checks for scout report
  • Fetches all PlayerFavorite records for this player
  • Sends email notification to EACH industry professional who favorited 
    the player
  • Email includes: player name, position, club, nationality, and login link

Entities Updated: PlayerProfile
Emails Sent: Scout report notifications to favorited industry users


STEP 8: Player Portal Access
────────────────────────────────────────────────────────────────────────────
Page: PlayerPortal (Player view)
Access: Player must be logged in, matched by email

Player Can See:
  • Status banner (verified/under review)
  • Profile status badge
  • Complete profile information (exactly what industry sees)
  • Profile photo, name, position
  • Nationality, DOB, contact visibility
  • Club, level, foot, height, secondary positions
  • Biography
  • Media links
  • Full scout report (if available)
  • "Request Profile Update" button

Alert: If detailed intake is pending, shows action button


STEP 9: Player Update Requests
────────────────────────────────────────────────────────────────────────────
Component: UpdateRequestForm (in modal)

Player Actions:
  • Select update type: profile_photo, media_links, contact_info, 
    club_change, availability_status
  • Provide requested changes (JSON object)
  • Add explanation notes
  • Submit request

System Action:
  • Creates UpdateRequest record (status: "submitted")

Entities Created: UpdateRequest


STEP 10: Admin Review - Update Requests
────────────────────────────────────────────────────────────────────────────
Page: UpdateRequestReview (Admin only)

Admin Actions:
  • View all update requests
  • Filter by status
  • Review requested changes
  • Read player notes
  • Add admin notes
  • Approve (applies changes to PlayerProfile)
  • Reject (updates status only)
  • Delete requests

System Action (on approval):
  • Updates PlayerProfile with requested changes
  • Updates UpdateRequest (status: "approved")

Entities Updated: UpdateRequest, PlayerProfile


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INDUSTRY WORKFLOW
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STEP 1: Industry Access Request
────────────────────────────────────────────────────────────────────────────
Page: IndustryAccess
User Action: Industry professional requests access

Required Fields:
  • Full Name
  • Contact Email
  • Title (professional role)
  • Organization (team/club name)
  • Reasoning (why they need access)

System Action:
  • Creates IndustryIntake record (status: "submitted")
  • Shows confirmation message

Entities Created: IndustryIntake


STEP 2: Admin Review - Industry Access
────────────────────────────────────────────────────────────────────────────
Page: IndustryReview (Admin only)

Admin Actions:
  • View all industry access requests
  • Filter by status
  • Review applicant details and reasoning
  • Add reviewer notes
  • Approve or Reject

System Action (on APPROVAL):
  • Updates IndustryIntake (status: "approved")
  • Creates IndustryProfile record
  • Sets access_granted_date to today
  • Sets profile_status to "active"
  • Sends approval email to applicant

System Action (on REJECTION):
  • Updates IndustryIntake (status: "rejected")
  • Sends rejection email to applicant

Entities Updated: IndustryIntake, IndustryProfile (created on approval)
Emails Sent: Approval or rejection notification


STEP 3: Industry Portal Access
────────────────────────────────────────────────────────────────────────────
Page: IndustryPortal (Industry view)
Access: Must be logged in + have approved IndustryIntake

Profile Card at Top Shows:
  • Industry professional's name
  • Title and organization
  • "Active Access" badge
  • Access granted date
  • Contact email

System Action on Page Load:
  • Updates IndustryProfile.last_active to current timestamp

Below Profile - Scout Reports Grid:
  • Search bar (name, position, club, nationality)
  • Grid of verified + published player profiles
  • Each card shows: photo, name, position, nationality, age, club, level
  • Click to view full scout report

Entities Updated: IndustryProfile (last_active)


STEP 4: Viewing Scout Reports
────────────────────────────────────────────────────────────────────────────
Page: ScoutReports (redirected from IndustryPortal click)
Component: PlayerProfile component

Industry Professional Can See:
  • Full player profile header with photo and verified badge
  • Player information (age, nationality, position)
  • School/team/organization
  • Preferred foot, date of birth
  • Performance metrics
  • Video highlights
  • Scout assessment (bio_review)
  • Trend analysis
  • Key strengths
  • Areas for development
  • Favorite Button (heart icon)

Back button returns to IndustryPortal


STEP 5: Favoriting Players
────────────────────────────────────────────────────────────────────────────
Component: FavoriteButton (on PlayerProfile page)
User Action: Click heart icon to favorite/unfavorite player

System Action (on favorite):
  • Creates PlayerFavorite record
  • Links industry_profile_id to player_profile_id
  • Stores player_name and industry_email for notifications
  • Button changes to filled heart, "Favorited" text

System Action (on unfavorite):
  • Deletes PlayerFavorite record
  • Button changes to empty heart, "Add to Favorites" text

PURPOSE: When admin publishes scout report updates, ALL industry users who 
favorited that player get email notification

Entities Updated: PlayerFavorite


STEP 6: Industry Access Management
────────────────────────────────────────────────────────────────────────────
Page: IndustryAccessManagement (Admin only)

Admin Can:
  • View all IndustryProfile records
  • Search by name, organization, or email
  • See access granted date
  • Set access expiry date (optional)
  • View expiry status (expired, expiring soon, expiring, active)
  • Send expiry notification emails
  • Update profile_status (active, suspended, archived)

Expiry Warning System:
  • Shows color-coded badges based on days until expiry
  • Red: Expired
  • Amber: 7 days or less
  • Yellow: 30 days or less
  • Green: More than 30 days
  • "Send Expiry Notice" button when ≤7 days and not yet sent
  • Tracks expiry_notification_sent to prevent duplicate emails

Entities Updated: IndustryProfile
Emails Sent: Access renewal/expiry notifications


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ENTITIES & DATA MODEL
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PLAYER ENTITIES
────────────────────────────────────────────────────────────────────────────
• PlayerApplication: Initial application 
  Status: new, shortlisted, rejected, invited_to_onboarding

• PlayerDetailedIntake: Additional statistics and career info
  Status: pending, completed

• PlayerOnboarding: Full onboarding form
  Status: in_progress, submitted, profile_created

• PlayerProfile: Canonical player profile
  Status: under_review, dossier_built, quality_gate, verified, published, 
          active, archived

• ScoutReport: AI-generated professional evaluation
  Status: draft, review, approved, published

• UpdateRequest: Player-submitted profile update requests
  Status: submitted, under_review, approved, rejected


INDUSTRY ENTITIES
────────────────────────────────────────────────────────────────────────────
• IndustryIntake: Access requests
  Status: submitted, under_review, approved, rejected

• IndustryProfile: Active industry professional profiles
  Status: active, suspended, archived

• PlayerFavorite: Links industry professionals to players they're tracking


KEY RELATIONSHIPS
────────────────────────────────────────────────────────────────────────────
• PlayerApplication → PlayerDetailedIntake (application_id)
• PlayerApplication → PlayerOnboarding (application_id)
• PlayerOnboarding → PlayerProfile (onboarding_id)
• PlayerProfile → ScoutReport (player_profile_id)
• PlayerProfile → UpdateRequest (player_profile_id)
• IndustryIntake → IndustryProfile (intake_id)
• IndustryProfile + PlayerProfile → PlayerFavorite


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AUTOMATED EMAIL NOTIFICATIONS
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PLAYER EMAILS
────────────────────────────────────────────────────────────────────────────
• Application Confirmation: Sent immediately after PlayerApplication 
  submission

• Onboarding Invitation: Sent when admin changes status to 
  "invited_to_onboarding"


INDUSTRY EMAILS
────────────────────────────────────────────────────────────────────────────
• Access Approved: Sent when admin approves IndustryIntake

• Access Rejected: Sent when admin rejects IndustryIntake

• Access Expiry Warning: Manual trigger by admin when access is expiring soon

• Scout Report Available: AUTOMATIC - sent to ALL industry users who favorited
  a player when that player's profile status changes to "published"


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ADMIN DASHBOARD & PAGES
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• AdminDashboard: Central hub with links to all admin functions

• ApplicationReview: Review and manage player applications

• OnboardingReview: Review onboarding submissions and create profiles

• ProfileView: Detailed profile editing, bio generation, scout report creation

• ProfileManagement: Grid view of all profiles with status management

• UpdateRequestReview: Review and approve/reject player update requests

• IndustryReview: Review and approve/reject industry access requests

• IndustryAccessManagement: Manage industry profiles, expiry dates, renewals


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FULL SYSTEM TEST CHECKLIST
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PLAYER JOURNEY TEST
────────────────────────────────────────────────────────────────────────────
□ Submit player application from PlayerApplication page
□ Verify PlayerApplication and PlayerDetailedIntake records created
□ Verify confirmation email received
□ Admin reviews in ApplicationReview
□ Admin invites to onboarding
□ Verify onboarding invitation email received
□ Complete PlayerDetailedIntake form
□ Complete PlayerOnboarding form
□ Admin reviews in OnboardingReview
□ Admin creates PlayerProfile
□ Admin views profile in ProfileView
□ Admin generates bio with AI
□ Admin generates scout report with AI
□ Admin publishes report
□ Verify profile visible in ProfileManagement
□ Player logs in and accesses PlayerPortal
□ Verify player sees complete profile and scout report
□ Player submits update request
□ Admin reviews in UpdateRequestReview
□ Admin approves update
□ Verify changes applied to profile


INDUSTRY JOURNEY TEST
────────────────────────────────────────────────────────────────────────────
□ Submit industry access request from IndustryAccess page
□ Verify IndustryIntake record created
□ Admin reviews in IndustryReview
□ Admin approves access
□ Verify IndustryProfile created
□ Verify approval email received
□ Industry user logs in and accesses IndustryPortal
□ Verify profile card displays at top
□ Verify last_active timestamp updated
□ Search for players in scout reports grid
□ Click player to view full scout report
□ Click favorite button (heart icon)
□ Verify PlayerFavorite record created
□ Test unfavorite functionality
□ Admin accesses IndustryAccessManagement
□ Admin sets expiry date for industry profile
□ Verify expiry status badge shows correct color
□ Admin sends expiry notification
□ Verify expiry email received
□ Verify expiry_notification_sent flag updated


AUTOMATED NOTIFICATION TEST
────────────────────────────────────────────────────────────────────────────
□ Industry user favorites a player
□ Admin updates that player's status to "published" in ProfileManagement
□ Verify email sent to industry user about scout report update
□ Create second industry user who favorites same player
□ Update player profile status again
□ Verify BOTH industry users receive email
□ Test with player who has NO favorites (no emails sent)


EDGE CASES & ERROR HANDLING
────────────────────────────────────────────────────────────────────────────
□ Try accessing PlayerPortal without login
□ Try accessing PlayerPortal with no profile
□ Try accessing IndustryPortal without approval
□ Try accessing IndustryPortal with suspended profile
□ Test update request with invalid data
□ Test scout report generation with incomplete profile
□ Test favoriting same player twice
□ Test deleting profile with existing favorites


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STATUS FLOW DIAGRAMS
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PlayerApplication Status Flow
────────────────────────────────────────────────────────────────────────────
new → shortlisted → invited_to_onboarding
new → rejected (end)
shortlisted → rejected (end)


PlayerOnboarding Status Flow
────────────────────────────────────────────────────────────────────────────
in_progress → submitted → profile_created


PlayerProfile Status Flow
────────────────────────────────────────────────────────────────────────────
under_review → dossier_built → quality_gate → verified → published → active
any_status → archived (end)


ScoutReport Status Flow
────────────────────────────────────────────────────────────────────────────
draft → review → approved → published


IndustryIntake Status Flow
────────────────────────────────────────────────────────────────────────────
submitted → under_review → approved (creates IndustryProfile)
submitted → under_review → rejected (end)


IndustryProfile Status Flow
────────────────────────────────────────────────────────────────────────────
active → suspended → active (can toggle)
active → archived (end)


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