Round Notifications

NGIT Apps sends a few different emails automatically. Here's what fires, when, and to whom.

"Round X is fully covered"

When: the moment the LAST empty slot in a round gets filled (whether by a volunteer signup via the embed/standalone page or an admin assignment in the Shifts tab).

To: every email address listed in your club's admin allow-list (Master admin can manage these via Configure → Admin Users).

Body: the round name, date, venue, opponent, and a table of who signed up for what time slot. One-click link back to your admin panel.

Idempotent: you'll only get one of these per "coverage cycle". If a volunteer cancels later (admin deletes their shift), the cycle re-arms and you'll get another email when the round fills back up.

Skipped if: the round has no entry in the rounds table (free-form-label clubs that don't use the round builder), or the round has zero shifts at all (an empty round isn't "covered").

Two coverage models

Some clubs use the slot builder (define slots upfront with max_volunteers per slot). For these, "fully covered" means filled-shifts ≥ sum of slot capacities. This catches the case where a round has 12 expected slots but only 8 have been filled; admin doesn't get a premature email.

Other clubs add shifts free-form (no shift_slots rows). For these, "fully covered" means at least one shift exists and no shift has an empty volunteer name.

The system picks the right model per round automatically.

Volunteer signup confirmation

When: a volunteer fills their email field on signup.

To: the volunteer.

Body: branded confirmation listing the round, time, role, venue. Includes the unsubscribe link.

Round reminders (opt-in, in Contacts tab)

When: weekly on the day/time you configured, scanning for the next upcoming round.

To: every contact in your contacts list who has NOT unsubscribed.

Body: round details + link to your roster. Custom message optional.

Idempotent: only sends once per round, ever. No double-ups.

Magic-link login

When: an admin enters their email at /admin and clicks "Email me a login link".

To: that email address (must be on the club's admin allow-list).

Body: one or more login URLs (one per club they administer), single-use, valid 15 minutes.

Step-up code

When: a club admin clicks a destructive bulk-delete button.

To: the actor's logged-in admin email only (no CC, no audit broadcast).

Body: one 6-digit code, valid 5 minutes, single-use. See Step-Up Codes.

Master signup approval / rejection

When: master admin (Nick) approves or rejects a club signup.

To: the applicant's contact email.

Body: branded approval (includes initial admin password) or rejection (includes the master's reason).

How to control your admin allow-list

Only the master admin can add or remove club admins. Email Nick at support@ngit.com.au with the email and name to add. Removing someone is instant; their next request gets rejected.