Feed
Forms, Gmail, Drive uploads, meeting files, Stripe exports, field notes, media and agent snapshots.
Club data nervous system
Feed, store, transmute and receive the right data
Google Drive can become the private club operations vault. GitHub Pages stays the public-safe interface. Agents, Sheets and exports sit between them.
Core pattern
Raw data goes in privately. Approved meaning comes out publicly.
This keeps members, team locations, payments and private media protected while still letting the club produce fast committee views, public stories and grant-ready evidence.
Store
Private Drive folders, Sheets ledgers, permission registers, media review queues and audit notes.
Transmute
Agents turn raw files into member status, action lists, field summaries, public-safe map zones and grant evidence.
Receive
Stakeholders receive the right view: member notices, committee dashboards, treasurer exports, safety summaries or public stories.
Journey intelligence
The wrap-up workbook turns the club story into a map of systems
The latest workbook shows an existing club with governance, public channels, Google tools, sponsor relationships and a clear pressure point: people need simpler pathways to help.
Already real
Formation and identity
Constitution, admin setup, banking, minutes, website, social channels and sponsor history give the platform something solid to extend.
Operating base
Google-first backend
Drive, Gmail, Sheets, Forms, Calendar and Apps Script can carry the private work while GitHub Pages shows approved summaries.
Constraint
Volunteer bandwidth
Membership, volunteer capacity and committee time are the main bottlenecks, so onboarding and action routing need to be gentle and clear.
Future path
Field app evolution
Solunar planning, catch logs, selective GPS, conservation exports and sponsor map pins can grow from the same permission-aware data model.
Governance
Google vault
Member growth
Field ops
Public story
Digital twin
Google Drive vault
A simple folder structure the club can understand
The exact account is not hard-coded into this public prototype. The club Google account can own these folders and control who can see each layer.
PLFC Operations Vault
00 Inbox to sort
01 Members private
02 Competitions and field ops
03 Meetings and minutes
04 Finance and Stripe
05 Media permissions
06 Grants and sponsors
99 Public-safe exports
Drive
Stores original files, uploads, minutes, images, videos and private source material.
Sheets
Stores structured ledgers: members, events, renewals, payments, permissions, media status and action items.
Gmail
Captures inbound requests and sends outward confirmations, reminders, newsletters and committee notices.
Public exports
Only approved summaries become JSON or page content for the public website.
Stakeholder routing
Each person gets a different window into the same system
The same raw event can become different outputs depending on role, permission and urgency.
Members
Renewal status, comp entry confirmations, newsletters, event reminders and permission requests.
Secretary
Member register, meeting pack, agenda intake, action register and public communication drafts.
Treasurer
Stripe reconciliation, deposits, product exports, fee reports and fundraiser summaries.
Field leads
Event check-ins, broad location logs, safety notes, media queue and condition snapshots.
Media leads
Approved photos, private media queue, wrap-up drafts, consent status and sponsor-safe captions.
Public
Approved stories, broad map zones, event outcomes, conservation work and club invitations.
Promptness
Fast where it matters, slower where review protects people
Safety and operations need speed. Public storytelling needs permission and review.
Immediate
Event and safety view
Check-ins, weather flags, organiser notes and urgent comp updates.
Daily
Secretary digest
New members, payments, media uploads, unresolved permission checks and open actions.
Weekly
Committee pack
Agenda, reports, action roll-forward, field summaries and finance notes.
After review
Public story
Approved photos, broad location summaries, sponsor mentions and grant-ready evidence.
Google Calendar queue
Calendar should be the action layer, not the source of truth
Sheets hold the draft and approval state. Calendar carries the approved time, owner, reminder pattern and invite group. Gmail sends the trail.
Competitions
Private calendar event for organisers and members, public export only after broad details and media are approved.
Committee meetings
Agenda, recordings and transcripts stay private until minutes or public updates are explicitly approved.
Working bees
Volunteer callouts can be public, but contact details, attendance notes and task assignments stay inside the vault.
Renewals
Calendar drives campaign timing while individual member renewal status remains private in Sheets.
Content publishing
Posts move from media queue to scheduled output only after permission, caption and sponsor checks.
Grants and sponsors
Deadline reminders keep evidence moving without exposing negotiation notes, budgets or drafts.
Agent handoff
Agents should update exports, not expose the vault
A future agent can read authorised Drive or Sheet data, then write small public-safe JSON snapshots for pages like Field Ops.
Private source
Drive, Sheets, Gmail and Stripe stay permission-controlled.
Agent pass
Agent checks permissions, summarises changes and removes sensitive details.
Export
Public-safe JSON feeds maps, calendars, weather visuals and dashboards.
Audit
Each export records source, time, reviewer and public/private status.