Decisions Log

Split Full_Name into separate First_Name and Last_Name fields on the Contacts table.

Make email templates need to address recipients by first name only ("Hi Sarah,"). A single Full_Name field requires string manipulation in every scenario. Separate fields are cleaner for personalisation and for Softr display blocks.

All Make email scenarios use {{Contact.First_Name}} for salutation. Concatenate both fields when a full name is needed. ERD updated to v2 to reflect this change.

Create a "PPN House" record in the Suppliers table. Set it as the default value for Referred_By_Supplier on all Events where no external supplier referred the enquiry.

Commission split formulas need to run identically for all quotes — no special-case code for "no referral." With PPN House as the default, Has_Referral = FALSE simply means the 4% referral share goes to PPN rather than a third party. One formula, no branching.

Referrals table, all commission formulas on Quotes and Payment_Schedules. PPN House record must exist in Airtable before any Quote records are created.

Build a [Ref] Outcodes reference table in Airtable. Populate with 2,857 rows from the Gibbs/uk-postcodes GitHub CSV. Fields: Outcode (PK), Latitude, Longitude, Town, Region, Country.

Distance-based supplier matching requires lat/long at the postcode level. Pre-aggregated outcode-level data is sufficient (no need for full postcode granularity), freely licensed, and directly importable to Airtable. Avoids the cost and complexity of a live postcode API.

Suppliers and Events both have an Outcode FK to this table. Make extracts the outcode from Postcode_Raw using a formula, then links the record. Haversine distance calculation in the Match Engine uses lat/long from this table.

Commission is calculated and recorded on each row of Payment_Schedules as the payment falls due — not as a single total on the Quote.

Events have multi-stage payment structures (Deposit, Interim, Balance). PPN's commission obligation is tied to when the supplier actually receives money. Tracking per instalment enables accurate cash flow reporting and prevents commission being "collected" before the supplier is paid.

Payment_Schedules has full commission formula fields (Commission_Due, PPN_Overhead, Referral_Share, PPN_Net). Commission Tracker view in Airtable filters by Commission_Paid = FALSE. Settlement Payment_Schedule is created dynamically only after Honesty Loop confirms the event happened.

Add a Contact_Stage single-select field to the Contacts table with values: Waitlist / Onboarding / Active / Inactive.

Lou has pre-launch email workflows for waiting list signups that are distinct from registered suppliers. Make needs to distinguish between these stages to route emails correctly — a waitlisted contact should not receive the same onboarding flow as an active supplier.

Make pre-launch scenarios filter by Contact_Stage = Waitlist. The "Network Is Now Live" broadcast targets this segment. ERD updated to v3.

Add Introduction_Date and Protection_End_Date to the Referrals table. Protection_End_Date = Introduction_Date + 4 years.

Lou's supplier terms include a 4-year tapering commission (10/8/6/4%) for repeat bookings between the same event organiser and supplier after an introduction. PPN needs a permanent record of when the introduction was made and when the protection expires to enforce this contractually and to send bi-annual reminder emails.

Applies to repeat-event bookings only. One-off events remain at standard 10%. Make scheduled scenario (May and October) queries Referrals where Protection_End_Date is in the future. R5 email template sends tapering schedule reminder. ERD updated to v3.

Add a Supplier_ID lookup field to Quotes, Payment_Schedules, Reviews, and Activity_Log — not just a linked record field.

Softr's filtering mechanism works on text/number fields, not on linked record fields. A supplier logged into the Softr portal can only see their own records if there is a plain Supplier_ID text field to filter against. Linked record fields alone are not filterable in Softr.

Every child table has a lookup chain of max 2 hops (confirmed safe). Must be built into the schema from day one — retrofitting is painful. No functional impact until Softr is configured in Phase X.

Do not add Insurance_Expiry_Date to the Suppliers table. Remove the related email template from the tracker.

Insurance validity is a matter between the supplier and their event clients, not PPN's liability to monitor. Adding this field would imply PPN is vouching for supplier compliance, which is outside the platform's scope and creates potential legal exposure.

Email template O5 (Insurance Expiry Warning) removed from the workspace. No field added to Suppliers table. Removes one Make scheduled scenario from the build scope.

Each supplier is assigned a unique Referral_Code field on the Suppliers table (auto-generated at onboarding). Suppliers share a referral URL e.g. prepitched.co.uk/refer?ref=SMITH24. The Event Request form captures the ref parameter in a hidden Referral_Code_Used field. Make looks up the matching Supplier on submission and writes the linked record to Referred_By_Supplier. A separate open-text How_Did_You_Find_Us field is also on the form as a fallback and marketing insight capture. Referral_Code will be customisable by suppliers via the Softr dashboard in Phase X.

The original schema assumed Referred_By_Supplier would be populated directly by the organiser, but suppliers cannot be exposed publicly for privacy and business reasons. A URL-based referral code solves this: the organiser never sees supplier names, the supplier just shares a link, and the attribution is captured automatically. The How_Did_You_Find_Us fallback replaces the idea of asking the organiser to name a supplier directly, while also capturing useful marketing data.

Suppliers table: new Referral_Code field. Events table: new Referral_Code_Used (hidden form field) and How_Did_You_Find_Us (open text) fields. Referred_By_Supplier description updated — now populated by Make lookup, not manual entry. Make Event submission scenario gains a lookup step. Supplier onboarding email (O1) should include the supplier's unique referral link. Phase X: Softr dashboard allows code customisation. Decided: 24 March 2026.