Investigation: Brighton Chapter Invitation Numbers (April 15-16, 2026)

[mroderick]

Summary

Investigated potential invitation issues for the Brighton chapter workshop scheduled for April 21, 2026. The data shows all eligible members were successfully invited on April 15, but there are significant findings about uninvited members from the pre-Terms of Service era and a duplicate batch attempt.

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Brighton Chapter Timeline

Milestone	Date
Chapter Established	June 21, 2014
Terms of Service Introduced	February 2020
Workshop Date	April 21, 2026

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Key Findings

1. Eligible Members Successfully Invited (April 15)

All members who accepted Terms of Service (TOC) were invited on April 15, 2026:

Role	Eligible (accepted TOC)	Invited	Status
Students	592	592	✅ Completed
Coaches	268	268	✅ Completed
Total	860	860	✅ Completed

2. Members Not Invited - The TOC Gap

A significant number of registered members were not invited because they haven't accepted the Terms of Service:

Role	Total Registered	Not Invited	% Not Invited
Students	1,087	495	45%
Coaches	426	158	37%
Total	1,513	653	43%

Reason: These 653 members have accepted_toc_at IS NULL

3. Pre-2020 Members vs TOC Acceptance (The Root Cause)

The TOC requirement was introduced in February 2020. Members who registered before this date were not required to accept TOC during signup.

Students by Registration Year:

Year	Total	Accepted TOC	Not Accepted	TOC Rate
Pre-2020	621	137	484	22.1%
2020	69	58	11	84.1%
2021	51	51	0	100%
2022	78	78	0	100%
2023	73	73	0	100%
2024+	195	195	0	100%

Coaches by Registration Year:

Year	Total	Accepted TOC	Not Accepted	TOC Rate
Pre-2020	252	97	155	38.5%
2020	33	30	3	90.9%
2021	16	16	0	100%
2022	27	27	0	100%
2023	28	28	0	100%
2024+	70	70	0	100%

Key Insight:

• 98% of uninvited members (639/653) registered before the TOC requirement existed
• Post-2021 members have 100% TOC acceptance
• Brighton has many long-standing members from 2014-2019 who never accepted TOC

4. Duplicate Batch Issue

A second invitation batch was triggered on April 16 for 594 students:

• All 594 were already invited on April 15
• Log shows success_count: 593, failure_count: 1
• skipped_count: 0 - no one was properly flagged as duplicate
• This suggests the invitation manager doesn't check for existing workshop invitations before sending

5. Dual-Role Members

34 Brighton members are registered as both students and coaches. These members appear in both invitation counts but represent unique individuals.

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The Real Issue

This is not a technical bug with invitation delivery.

The 653 uninvited Brighton members represent legacy members who:

1. Registered before February 2020 (before TOC was required)
2. Have been chapter members for 6+ years in many cases
3. Never accepted the Terms of Service when it was introduced
4. Are silently excluded from all invitations

98% of these members registered before the TOC system existed.

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Questions for Discussion

1. Outreach to Legacy Members

Should we proactively contact the 639 pre-2020 members who never accepted TOC? These are long-standing community members who may not realize they're excluded from invitations.

Suggested approach:

• Targeted email campaign to pre-2020 members without TOC
• One-click TOC acceptance link
• Clear explanation that they need to accept to receive workshop invitations

2. Historical Data Policy

Do we want to:

• a) Grandfather pre-2020 members (allow invitations without TOC)
• b) Require all members to accept TOC (current behavior)
• c) Automate TOC acceptance reminders for legacy members

3. Duplicate Invitation Prevention

Should the invitation manager check for existing workshop invitations before creating new ones? The April 16 batch re-invited 594 already-invited students.

4. Visibility

Should chapter organisers have visibility into:

• How many of their members haven't accepted TOC?
• Which members are excluded from invitations?
• Historical TOC acceptance rates?

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Data Sources

Analysis performed on production database snapshot:

• Chapter: Brighton (ID: 2)
• Workshop: #3679 (April 21, 2026)
• Invitation Log IDs: 36 (Apr 15), 38 (Apr 16)
• TOC introduction: February 21, 2020

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Recommended Next Steps

1. Immediate: Confirm this is expected behavior, not a bug
2. Short-term: Draft outreach email for 639 legacy Brighton members
3. Medium-term: Consider TOC acceptance reminder system for all chapters
4. Long-term: Review if pre-2020 members should have different TOC requirements

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Investigation conducted April 16, 2026