sherpa-check-in

README

No README.

STATUS

---
type: project-status
project: sherpa-check-in
last_updated: 2026-04-27
---

# STATUS — sherpa-check-in

*The freshest file. Answers "where am I on this project?" Updated at the end of every substantive session.*

---

## Current state

<One short paragraph: what state is the project in right now? Mid-build? Shipped MVP? Stalled waiting on something? Be concrete.>

## In progress

- [ ] <What's actively being worked on. If nothing, write "Nothing in flight.">

## Next up

1. <The next thing to pick up when work resumes.>
2. <The thing after that, if obvious.>

## Blocked / waiting on

<External dependencies, decisions you need from someone, vendor responses, etc. "Nothing blocking" is a fine answer.>

## Known issues

<Bugs you know about but haven't fixed, edge cases not yet handled, debt you've taken on. Be specific so future-you doesn't get blindsided.>

## Recent wins

- 2026-04-27: <What was completed in the last session or two. Concrete, with dates.>

## Last session recap

*2026-04-27* — <One paragraph: what got done, what was learned, anything surprising. Read this first when picking up the project after a break.>

DECISIONS

---
type: project-decisions
project: sherpa-check-in
last_updated: 2026-04-27
---

# DECISIONS — sherpa-check-in

*Architectural and scope choices. Append-only log. Each entry is a decision that shouldn't be re-litigated without new information. If you find yourself reopening a decision, either add a new entry that overrides the old (and say why) or leave both so the history is visible.*

---

## How to use this file

Each decision gets a dated entry with: what was decided, why, what was considered instead, and what would change our mind. Never delete entries — if a decision is reversed, add a new one that supersedes it.

---

## 2026-04-27 — <Short decision title>

**Decision:** <what we chose>

**Context:** <the problem or question that forced a choice>

**Alternatives considered:** <what else was on the table and why we passed>

**Reasoning:** <why this option won>

**Would reconsider if:** <what new information would flip this>

---

## 2026-04-27 — <Short decision title>

**Decision:**

**Context:**

**Alternatives considered:**

**Reasoning:**

**Would reconsider if:**

---

<!-- Append new entries at the top. Older decisions remain below. -->

MEMORY

---
type: project-memory
project: sherpa-check-in
last_updated: 2026-04-27
---

# MEMORY — sherpa-check-in

*Standing facts, preferences, and accumulated context. Long-lived — not "what I did yesterday" (that's STATUS.md). Update when you learn something worth keeping.*

---

## Purpose and scope

<Why this app exists, who uses it, what problem it solves. 2-3 sentences max.>

## Domain knowledge

<Rules of the domain that Claude should know before making changes. For tax apps: the specific IRS rules this module implements, state conformity notes, edge cases. For non-tax apps: business rules, workflows, naming conventions specific to this app's world.>

## User preferences discovered

<Things Ken has said he prefers, or patterns that work / don't work. Example: "Ken prefers server-rendered HTML over SPAs for internal tools." "Don't auto-format tax return numbers with commas on input, only on display.">

## Integrations and external systems

<APIs, webhooks, third-party services this app talks to. Auth patterns, rate limits, quirks.>

## Gotchas and lessons learned

<The things that have bitten us. Non-obvious behavior, debugging dead-ends, environment quirks. Write these when they happen so the next session doesn't repeat the mistake.>

## Data model highlights

<Key tables/models and what's non-obvious about them. Don't duplicate the schema — reference it. Focus on the things you'd warn someone about.>

CLAUDE.md

# Sherpa Check-In - CLAUDE.md

## Project Overview
**Name:** Sherpa Check-In (Client Kiosk & Intake Tracker)
**Port:** 8001
**Stack:** Python, Flask, PostgreSQL, Jinja2, Gunicorn
**GitHub:** https://github.com/klill6506/sherpa-check-in
**Production URL:** Deployed on Render.com
**Status:** LIVE

## What This App Does
A client check-in, intake tracking, and outbound mail logging system for The Tax Shelter. Serves three audiences: walk-in clients (self-service kiosk), office staff (intake & mail logging), and admins (dashboard & management).

- **Client Kiosk** -- Self-service tablet check-in for walk-in clients; notifies the assigned tax professional via email
- **Staff Intake Portal** -- Log non-appointment intakes (Walk-in, Drop-off, Email, Portal Upload, Mail-in) with auto-calculated due dates and ICS calendar attachments
- **Outbound Mail Log** -- Track documents sent to clients with item type, shipping method, and tracking numbers
- **Admin Dashboard** -- View all check-ins, manage professionals, resend failed emails, retry failed Excel syncs
- **SharePoint Excel Sync** -- All check-ins and mail entries sync to SharePoint spreadsheets via Zapier webhooks
- **Email Notifications** -- SMTP via Office 365 with exponential backoff retry (up to 3 attempts)

## Current State / What I Was Working On
<!-- UPDATE THIS SECTION BEFORE CLOSING CLAUDE CODE -->
**Last session:** [Date]
**Working on:** [Brief description]

### What's Working:
- Client kiosk check-in with auto-refresh confirmation page
- Staff intake form with 5 intake types and due date calculation
- Outbound mail logging with tracking numbers
- Email notifications to professionals (SMTP via Office 365)
- ICS calendar attachments for intake due dates
- Zapier webhook sync to SharePoint Excel (check-ins + mail)
- Background retry worker for failed Excel syncs
- Admin dashboard with resend/retry actions
- Professional management (CRUD) with 8 seeded Tax Shelter staff
- Custom logo upload
- Deployed on Render.com

…(truncated for upload size)

Diary mentions

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