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Reconcile facilitator affiliations against attendance (admin bulk action) - #2195

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Reconcile facilitator affiliations against attendance (admin bulk action)#2195
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@maebeale maebeale commented Aug 14, 2026 •
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🤖 suggested review level: 5 Inspect 🔬 new reconciliation service + admin bulk action that creates, deactivates and deletes affiliations across an event's registrants, plus a model-callback change

What is the goal of this PR and why is this important?

Facilitator affiliations are minted optimistically at registration and go Active by date alone — no-shows, cancellations, partial attendance, and never-marked registrants all silently become active facilitators.

The foundation (gating creation on training type + linking the affiliation to its registration) landed separately in #2194. This PR adds the reconciliation layer: an admin-driven step that makes affiliations match who registered and attended.

How did you approach the change?

Rules in one place

  • ReconcilePerson — the single classifier, per (person, organization) in the context of one event. #plan returns a Decision per affiliation (:create / :deactivate / :reactivate / :delete / :noop + reason) with no writes; #perform applies one; #call applies them all.
  • Completion is "any attended facilitator-training registration for that org", so no-showing one training but attending another keeps them active.
  • Deactivation waits for the governing training to end, so a pre-event run never deactivates.
  • include_unowned: is the auto-vs-manual gate — the bulk page passes true, an automatic caller wouldn't.

The bulk action

  • ReconcileEvent iterates ReconcilePerson across the event's registrants and turns decisions into individually-selectable rows. Keys, grouping, and the affiliations_reconciled_at stamp live here; no rules do.
  • Under Bulk actions: a preview-and-confirm page (index → confirm → perform). Each row is a radio group with a leave-as-is option; deactivate rows can delete instead.
  • Re-runnable, with a "stale since last reconciled" nudge.

Inactive is now settable

  • Affiliation#set_inactive_from_dates yields to an explicit assignment. Without this, same-daying a row whose start date is today (a one-day training reconciled the day it ends) left it active — the date rule reads a row ending today as active.
  • The standalone affiliation editor (the gear, Affiliation edit gear: standalone editor with comments + reassign #2235) gains an Inactive control. The column was already permitted but had no field anywhere, and ticking it during a date edit was silently overwritten.

Smaller

  • Attendance toggles on the reconcile page opt out of Turbo so the row's actions re-render; other pages keep the inline chip swap.
  • Facilitator affiliation starts on the actual training date (was first-of-month).
  • affiliations_reconciled_at column on events; entry added to the Features & tips seed.

Dev seed

  • db:seed:affiliation_history gives the owner of affiliation 1 seven years of interleaved trainings, memberships, affiliation edits, comments and emails, so the person History card has something multi-year to render.
  • Two pre-existing filters kept those rows invisible and are fixed alongside it: affiliation comments were missing from PersonCommentAggregator (Affiliation became commentable in Affiliation edit gear: standalone editor with comments + reassign #2235 without being added), and payment lifecycle events record the STI subclass (CashPayment), which the person's Payment filter never matched.

Anything else to add?

  • Deactivating the last active facilitator affiliation can flip its organization to Inactive (existing cascade, traceable via Ahoy) — accepted.
  • Hand-entered (unlinked) facilitator affiliations are reconciled by the bulk page, by explicit decision — guarded by the post-event gate and the per-row opt-out.
  • Full suite green: 6,910 examples, 0 failures.

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@maebeale
maebeale force-pushed the maebeale/facilitator-affiliation-reconciliation branch from 68913c9 to e765a96 Compare August 14, 2026 04:58
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@maebeale maebeale changed the title Reconcile facilitator affiliations against attendance Reconcile facilitator affiliations against attendance (admin bulk action) Aug 14, 2026
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maebeale marked this pull request as ready for review August 14, 2026 05:11
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maebeale
maebeale commented Aug 14, 2026
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Comment thread app/services/affiliation_services/create_from_registration.rb

def facilitator_start_date
(@training_date || Date.current).to_date.beginning_of_month
(@training_date || Date.current).to_date

@maebeale maebeale Aug 14, 2026

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🤖 From Claude: Intentional shift toward accurate dates: this starts the facilitator affiliation on the actual training date rather than the first of its month (changing code that just landed in #2194). Reconciliation works either way; flagging since it edits a freshly-merged file.

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@maebeale maebeale changed the title Reconcile facilitator affiliations against attendance (admin bulk action) MAYBE: Reconcile facilitator affiliations against attendance (admin bulk action) Aug 14, 2026
@maebeale maebeale changed the title MAYBE: Reconcile facilitator affiliations against attendance (admin bulk action) EXTRA: Reconcile facilitator affiliations against attendance (admin bulk action) Aug 14, 2026
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maebeale and others added 26 commits August 18, 2026 10:48
@maebeale @claude
Add affiliation↔registration link and event reconciled-at column
367b0ee 
Groundwork for facilitator-affiliation reconciliation: an ownership FK so
reconcile only ever touches rows the registration flow created, and a
timestamp on events recording when affiliations were last reconciled.

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Add ReconcileFacilitatorAffiliation service
ac28171 
Per (person, org): keep the owned facilitator affiliation active iff they have
an attended facilitator-training registration for that org; otherwise same-day
it (end_date := start_date). Hand-created rows are left alone.

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Add Reconcile affiliations bulk action with preview and opt-out
511153f 
A preview-and-confirm page (under Bulk actions on facilitator trainings) that
same-days the owned facilitator affiliation of anyone who didn't complete the
training, keeps/reactivates completers, and records when it last ran. Admins can
opt individual rows out before applying.

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Date facilitator affiliation to the training day; heal missing affili…
4bc8858 
…ations on reconcile

Start the created facilitator affiliation on the actual training date rather than
the first of its month. Extend the Reconcile affiliations action to also create
missing facilitator affiliations (pre-event for anyone, post-event for attendees),
shown as opt-out-able 'Will be created' rows alongside the deactivations.

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Reconcile non-training facilitator affiliations and offer delete-instead
76fdfa4 
On a non-training event, the Reconcile affiliations action now deletes
facilitator affiliations that were auto-created off it (job affiliations are
left alone), shown as opt-out-able 'Will be deleted' rows. Same-day rows also
gain a per-row 'Delete instead' checkbox. The action is now available on every
event, not just trainings.

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Show full reconcile picture: reasons for no-action rows and attendanc…
7891f98 
…e status

Preview now lists every registrant-org pair, grouped by action, and adds a
'Not reconciled' section explaining why each is left alone, with attendance
status shown per row.

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Redesign reconcile page: group by person, per-affiliation, editable a…
745358a 
…ttendance

Preview now groups actionable rows by person with the shared editable attendance
chip and a note of their other-org facilitator affiliations; each facilitator
affiliation is an individual row showing its date range with an Edit link to the
person page. 'Not reconciled' is a collapsible section grouped by reason
(hand-entered last), each reason collapsible too.

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Editable attendance chip in skipped rows, Edit first, shorter dates
bea6eee 
Render the shared attendance chip (not plain text) in the Not reconciled rows so
status is editable there too, move the Edit link ahead of the status, and shorten
the affiliation date range to 'Oct 13, 2026 – present'.

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Reconcile all facilitator affiliations incl. hand-entered; clearer ac…
8c8ce75 
…tion controls

Reconcile every facilitator affiliation for a linked org (not just app-created),
gated to post-event so a pre-event run never deactivates and with per-row opt-out.
Move the include checkbox into the action chip so it's clear checking it performs
that action, move the other-org facilitator note below the rows, link org/dates to
the specific affiliation anchor and names to the registration, and strengthen the
Not reconciled section headers (open by default, expand/collapse all).

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Action toggles as buttons with error-red on select, hover tooltips, h…
5b705a8 
…eader note

Style the include/delete-instead controls as buttons that only turn error-red when
selected (peer-checked, no JS); add hover tooltips explaining deactivate/delete
(delete as bullets: this affiliation only, job + other-org affiliations untouched).
Move the 'Also a facilitator at …' note beside the name, truncated and linking to
the single affiliation anchor (or the affiliations section when several). Order the
Not reconciled sections with 'Active — attended' second-to-last.

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Move Collapse all into the Not reconciled header; more space between …
3595640 
…sections

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Show checkbox inside action buttons; make deactivate/delete mutually …
d1b2809 
…exclusive

Move the checkbox back inside each button (has-[:checked] colors the whole button
on select, error-red for deactivate/delete). Add an exclusive-checkboxes Stimulus
controller so checking 'Delete instead' clears 'Will be deactivated' and vice versa;
apply now treats a delete key as delete regardless of the include key.

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Two-step reconcile: Preview changes then confirmation screen
de87db8 
'Preview changes' now posts to a confirmation screen that shows exactly which
affiliations get created/reactivated/deactivated/deleted (actioned rows only),
with Go back to edit (selections restored) or Perform changes. Add per-row
instructions under the action buttons and a header row with a warning that checked
boxes change affiliations. New exclusive-checkboxes controller registered.

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Keep attendance toggle on the reconcile page with a flash
780f60e 
Thread return_to through the attendance status badge and add a reconcile case to
EventRegistrations#update so toggling attendance from the reconcile page reloads it
(with fresh attendance) and a success flash, instead of jumping to the roster.

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Register exclusive-checkboxes controller; clearer deactivate instruction
a08a308 
The Stimulus manifest is explicit, so the new exclusive-checkboxes controller was
never loaded — register it and use an explicit change event so Delete instead and
Will be deactivated actually clear each other. Reword the deactivate row note to
spell out the two options (mark Attended = permanent, uncheck = one-time).

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale
Render deactivate row note as two lines
7e9d445
@maebeale
Reword deactivate note to 'To keep Affiliation active: Mark as Attend…
6f3efc3 
…ed or uncheck this box'
@maebeale @claude
Fix Preview changes: turbo:false so the confirm page renders on POST;…
089e045 
… note says 'both boxes'

Turbo ignores a 200 HTML render on a form POST (only 4xx/5xx render), so the
confirmation screen never showed. Submit the preview form with turbo disabled.

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Radio outcomes with Keep-active; fix nested-form bug; scroll to item …
9d6c074 
…on attendance toggle

Replace the deactivate/delete checkboxes with a radio group per row
(Deactivate/Delete/Keep active, and action/keep for the others), styled as the same
buttons via has-[:checked]. Radios are natively mutually exclusive, so remove the
exclusive-checkboxes Stimulus controller and the per-row instruction note.

Fix the real reason 'Preview changes' did nothing: the attendance chip's form was
nested inside the reconcile form (invalid HTML), so the submit/inputs fell outside
it. Render the reconcile form standalone and join the radios/submit via the HTML
form= attribute. Switch the params to an outcome map { row.key => choice }.

Toggling attendance now scrolls back to that item's anchor, not the top.

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Fix Brakeman: read outcome params as a plain hash instead of permit!
57aae00 
Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Reorder deactivate outcomes: Keep active, Delete, Deactivate; clearer…
8350e59 
… labels

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Update reconcile specs for renamed 'Deactivate affiliation' label
0b988cc 
Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>
@maebeale @claude
Let an explicit inactive flag override the date-derived one
d04d5c9 
Same-daying an affiliation on or after its start date left it active: the
callback always recomputed `inactive` from the dates, and a row ending today
still reads as active. Admins also had no way to set it — the column was
permitted everywhere but had no field, and ticking it alongside a date edit was
silently overwritten.

Co-Authored-By: Claude Opus 5 (1M context) <noreply@anthropic.com>
@maebeale @claude
Move the reconcile rules into a per-person classifier
9e4c0c6 
The classification lived in ReconcileEvent while ReconcileFacilitatorAffiliation
held a second, owned-only copy that nothing but its own spec reached — two
implementations of the same rules, already disagreeing on hand-entered rows.
ReconcilePerson is now the only place a decision is made; ReconcileEvent
iterates it and keeps the keys, grouping and timestamp. Owned-vs-all becomes an
argument, so the per-person reconciler is callable on its own (e.g. from an
attendance change) without re-deriving anything.

Co-Authored-By: Claude Opus 5 (1M context) <noreply@anthropic.com>
@maebeale @claude
Re-render the reconcile row when its attendance changes
eb300e0 
The badge's Turbo submit answered with a stream that swapped only the status
chip, so the row kept offering its pre-toggle action and the new return_to
redirect never ran. Pages that pass a return_to now opt out of Turbo and get the
full re-render; the registrants and onboarding pages keep the inline swap.

Also lists the bulk action on the Features & tips seed and drops the "uncheck"
wording left over from before the row controls became radios.

Co-Authored-By: Claude Opus 5 (1M context) <noreply@anthropic.com>
@maebeale @claude
Put the Inactive control on the standalone affiliation editor
b0067a1 
Main moved per-affiliation editing to the gear editor, so that — not the dense
inline row — is where the flag belongs. Trims the comments added across this
branch down to the ones carrying a why.

Co-Authored-By: Claude Opus 5 (1M context) <noreply@anthropic.com>
@maebeale
maebeale force-pushed the maebeale/facilitator-affiliation-reconciliation branch from 3c31481 to b0067a1 Compare August 18, 2026 14:54
@maebeale @claude
Seed one person's affiliation history across several years
dc22978 
The person History card and activity timeline had nothing multi-year to render,
so affiliation edits, trainings, memberships and comments couldn't be seen
interleaved. Two gaps kept the seeded rows invisible: affiliation comments were
missing from PersonCommentAggregator (Affiliation became commentable in #2235
without being added), and payment lifecycle events record the STI subclass
("CashPayment"), which the person's Payment filter never matched.

Co-Authored-By: Claude Opus 5 (1M context) <noreply@anthropic.com>
@maebeale maebeale mentioned this pull request Aug 19, 2026
Draft
maebeale added a commit that referenced this pull request Aug 19, 2026
@maebeale @claude
Show affiliation history as a merged timeline
4307c83 
Reading an affiliation's dates tells you what is true now but not how it got
there. The Ahoy lifecycle events already record every edit, and the trainings and
membership periods that explain those edits live in their own tables — this puts
all three in one time-ordered view so an admin can see why a row looks the way it
does without leaving the page.

Trainings and memberships are read from their own tables rather than from Ahoy:
Ahoy records *changes*, and only those made while a Current.user or Current.source
was set, so imported and seeded rows have no events at all. Ahoy is used only for
the affiliation's own columns, where nothing else records them.

Ahoy events are matched on every STI name for the row's table, not just the
record's current class. A row filed as Affiliation before the subtypes existed —
or under the other subtype before a retitle re-typed it — would otherwise lose
that history.

Split out of #2195; stacked on #2259 for the STI subtypes.

Co-Authored-By: Claude Opus 5 (1M context) <noreply@anthropic.com>
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