# Swansea Airport Stakeholders' Alliance Membership Management System

## Project Overview

This project aims to develop a comprehensive membership management system for the Swansea Airport Stakeholders' Alliance. The system will handle member registration, payment processing, membership tracking, and administrative functions for a medium-sized alliance.

## Core Features

### Public Member Features
- **Self-Service Registration**: Members can sign up online and select their membership tier
- **Payment Processing**: Integration with Square payment system for secure online payments, and a dummy payment system for initial testing
- **Membership Portal**: Secure login to view membership status, payment history, and upcoming meetings
- **Renewal Reminders**: Automated email notifications for membership renewal deadlines
- **Event Management**: View upcoming events and RSVP to participate
- **Volunteering**: View assigned volunteer roles, schedule availability for roles, and access certificates/training records

### Administrative Features
- **Member Database Management**: Query and modify member records
- **Manual Payment Entry**: Record cash payments to activate memberships
- **Membership Tier Management**: Configure different membership levels and associated fees
- **Meeting Management**: Post notices and updates about upcoming alliance meetings
- **Reporting**: Generate reports on membership statistics and payment status
- **Files**: A repositry for files which members can access based on their tier - such as meeting minutes and manuals. Admins can upload files to this area.
- **Event Management**: Create, edit, and manage events, track RSVPs and attendance
- **Volunteering**: Assign configurable volunteer roles to members (e.g., Fire, Radio, General), manage volunteer schedules, and record certificates/training. Note: A member may not necessarily be a volunteer, but all volunteers are members.


## Technical Stack

- **Backend**: Python with FastAPI/Uvicorn for high-performance async web framework
- **Database**: MySQL for reliable data storage and complex queries
- **Authentication**: JWT-based authentication system
- **Payment Integration**: Square API for payment processing
- **Email Service**: SMTP2GO API for automated reminders and notifications
- **Frontend**: Modern web interface (to be determined - potentially React/Vue.js)

## Membership Tiers

The system should support configurable membership tiers, including:
- Basic membership (Personal) £5 / year
- Group membership (Aircraft Owners) £25 / year
- Corporate membership (£100 / year)
- Other custom tiers as needed

Each tier will have associated annual fees and benefits.

## Payment System

- Primary payment method: Square integration for online payments
- Support for manual payment entry (cash/check payments)
- Annual fee collection with automatic renewal reminders
- Payment history tracking

## Security Requirements

- Secure user authentication and authorization
- Data encryption for sensitive information
- Role-based access control (members vs administrators)
- GDPR compliance for data protection

## Email Integration

- Welcome emails for new members
- Payment confirmation emails
- Renewal reminder emails (configurable timing)
- Meeting notification emails
- Administrative notification emails

## Database Schema (High-Level)

### Core Tables
- `users`: Member information and authentication
- `memberships`: Membership records with tier and status
- `payments`: Payment transactions
- `tiers`: Membership tier definitions
- `events`: Event information and details
- `event_rsvps`: Event registration and attendance tracking
- `volunteer_roles`: Configurable volunteer role definitions (e.g., Fire, Radio, General)
- `volunteer_assignments`: Member-to-role assignments
- `volunteer_schedules`: Volunteer shift scheduling and availability
- `certificates`: Training certificates and qualifications
- `notifications`: Email notification logs

## Development Phases

1. **Phase 1**: Core API development (authentication, user management)
2. **Phase 2**: Payment integration and membership management
3. **Phase 3**: Admin interface development
4. **Phase 4**: Member portal, email system, event management, and volunteering features
5. **Phase 5**: Testing, deployment, and documentation

## Deployment Considerations

- Containerized deployment using Docker
- Scalable architecture for medium-sized alliance
- Backup and recovery procedures
- Monitoring and logging

## Future Enhancements

- Mobile app development
- Advanced reporting and analytics
- Integration with other alliance systems
- Multi-language support
- **Asynchronous Batch Processing**: Implement automated renewal reminder system using scheduled batch jobs
  - Create containerized renewal reminder script that runs daily
  - Query memberships expiring within configurable timeframe (e.g., 30 days)
  - Send personalized renewal reminder emails using existing email templates
  - Add batch job scheduling with cron or similar scheduler
  - Include logging and monitoring for batch job execution
  - Extend pattern for other automated tasks (payment reminders, membership expiration processing)

## Project Requirements

### Functional Requirements
- User registration and authentication
- Membership tier selection and management
- Payment processing and tracking
- Email notification system
- Administrative dashboard
- Member self-service portal
- Event management and RSVP system
- Volunteer role assignment, scheduling, and certificate/training management

### Non-Functional Requirements
- High availability and performance
- Data security and privacy
- Scalable architecture
- User-friendly interface
- Comprehensive documentation

## Team Considerations

- Backend developers (Python/FastAPI)
- Frontend developers (if separate frontend)
- Database administrators
- DevOps engineers
- QA testers
- Business analysts for requirements refinement

## Risk Assessment

- Payment system integration complexity
- Email deliverability issues
- Data migration from existing systems
- User adoption and training
- Regulatory compliance requirements

## Success Metrics

- Successful member registration rate
- Payment processing success rate
- User engagement with portal
- Administrative efficiency improvements
- System uptime and performance