Club briefing: how the AI advice is determined

What the dashboard briefing and weekly admin email check — overdue payments, missing guardian consents, competitions without registrants, inactive students, promotion candidates, and payroll — and exactly which data each is based on.

1. 1

   Overview

   Compteam's AI Companion watches your branch's data and surfaces what needs your attention — as a dashboard briefing when you open the AI Companion panel, and as a weekly email sent every Monday to the branch admin.

   Both use the same underlying checks. The dashboard briefing is gated to the Purple Belt plan (or ambassador branches); the weekly email goes out to any Blue Belt or Purple Belt branch. Nothing here changes your data — every section is a read-only summary with a suggestion, never an automatic action.

2. 2

   Overdue and pending payments

   Compteam counts your branch's billing documents with status overdue or pending. Overdue invoices are flagged first — they're billing documents whose due date has passed without payment. The advice is always the same: review them in Billing and follow up with the athlete or guardian.

3. 3

   Missing guardian consents

   For every kid athlete (a managed profile without their own login, supervised by a guardian), Compteam checks three separate consent records:

   • Training consent — required once per branch, checked against the kid_training_consent table.
   • Competition consent — required per competition the kid is registered for (via competition_entries), checked against competition_kid_consent.
   • Travel consent — required per travel group the kid is assigned to (via travel_assignments), checked against travel_consent.

   A consent only counts if it's marked consented = true and hasn't been revoked. Missing or revoked consent for an upcoming competition or trip is flagged by name so you can chase the guardian before the event.

4. 4

   Competitions with no registrants

   Competitions belong to your whole club (organization), not a single branch — sibling branches share the same competition calendar. Compteam looks at competitions in the next 60 days and checks whether any athlete from your branch has a registration (competition_entries) for it. If none do, it's flagged as a heads-up: either nobody from your branch is going, or registrations haven't been entered yet.

5. 5

   Students who haven’t trained in a while

   Compteam looks at check-in records (training_attendance) for every athlete with an active membership at your branch, over the last 180 days. Anyone with no check-in in the last 20 days is flagged by name as a student to check on — early outreach is the best way to prevent a quiet drop-out.

6. 6

   Promotion candidates

   This is the most involved check, combining three signals for every active athlete:

   1. Time since last promotion or stripe. Compteam uses typical BJJ progression as a baseline: roughly 6 months per stripe at white, blue, and purple belt, and 5 months per stripe at brown belt. Black belt is excluded — its degree structure (3, 3, 3, then 5, 5, 5 years) doesn't fit a simple stripe model.
   2. A recent evaluation with a strong average score. Compteam reads the athlete's latest evaluation (athlete_evaluations + athlete_evaluation_scores) and only counts it if the average of all scored criteria is 4 or higher out of 5.
   3. Regular attendance. The athlete must have checked in within the last 20 days — the same signal used for the inactivity check above.

   Only when all three line up — overdue for the next stripe/belt, well-evaluated, and actively training — does Compteam name the athlete as a promotion candidate. It's a prompt to review them yourself, not a recommendation to promote automatically.

7. 7

   Payroll

   Compteam checks for draft payroll runs — rows in your branch's payroll that have been prepared but not yet executed (run_at is empty). If any exist, it's flagged so you remember to review and run them.

8. 8

   Where this shows up

   • Dashboard briefing — open the AI Companion panel from your dashboard. Available once per session on the Purple Belt plan or for ambassador branches.
   • Weekly email — sent every Monday morning to the branch admin's email address, for any Blue Belt or Purple Belt branch. It's a operational notification, not marketing — it isn't affected by the marketing-emails opt-out.

   Both are generated by an AI model reading the same underlying data — wording may vary between the two, but the underlying checks described above are identical.