Operations Manual

Eventbuoy Inc. · May 2026

Pilot Playbook

Phase 1: Discovery (Week 1)

• Identify target school: Westchester-area high school, 50–150 graduating class
• Active yearbook committee willing to experiment
• School IT/admin buy-in for class code distribution

Phase 2: Build (Weeks 2–3)

• Deploy class network web app (Vercel + Supabase)
• Configure auth: class code gating
• Set up custom domain
• Generate print-ready layout templates matching school's theme

Phase 3: Tag Pre-Production (Week 3)

• Order NTAG215/NTAG216 tags based on headcount
• Program each tag with unique URL
• Test every tag
• Label tags by member name and page type

Phase 4: Print Coordination (Week 4)

• Confirm laminate type (no metallic foil over tag zones)
• Confirm binding method (perfect binding or saddle-stitch)
• Provide placement guide PDF to print vendor
• Deliver pre-programmed, labeled tags

Phase 5: Member Onboarding (Week 5)

• Distribute class codes via yearbook committee
• Members create profiles: draw face, set quote, enter future/song
• Test NFC scanning with sample yearbook pages

Phase 6: Launch

• Verify all tags in printed yearbook
• Confirm guestbook, time capsule, and playlist are live
• Document case study for next deployments

Member Onboarding Flow

1. Graduate receives yearbook with tag and class code
2. Taps their portrait with phone
3. Browser opens to classof26.network
4. Enters class code (e.g. "GRAD2026")
5. Creates profile:
   a. Draws self-portrait on canvas
   b. Enters name and graduation quote
   c. Sets "next chapter" (college/job)
   d. Submits anthem song
6. Profile is live
7. Can immediately sign guestbooks, seal time capsules

NFC Programming SOP

Required Tools

• NFC Tools app (free, iOS or Android)
• NTAG215/NTAG216 tags
• Member URL assignment sheet

Steps

1. Open NFC Tools → Write → URL
2. Enter https://classof26.network/<member-id>
3. Hold tag to phone's NFC reader (top of phone)
4. Wait for confirmation vibration/beep
5. Verify: tap tag → correct URL opens
6. Label tag with member name
7. Record in admin dashboard as "Programmed"

Error Recovery

Admin Dashboard

The yearbook committee dashboard provides:

• Member list — all graduates and faculty with profile status (completed / pending)
• Tag status — programmed / not programmed / applied / verified
• Bulk actions — mark multiple tags as programmed, export URLs
• Verification — scan a tag → confirm correct profile opens

Maintenance

Ongoing Costs (per yearbook deployment)

• Hosting: ~$0/month (Vercel free tier + Supabase free tier at <500 members)
• Domain: ~$10/year
• No software costs — open-source, community-maintained

Long-Term Operations

• Network persists indefinitely after deployment
• Hosting costs remain near zero
• Time capsule feature creates natural touchpoints at 5, 10, 20 year reunions
• No active maintenance required between reunions
• Profile updates are member-managed and self-service

Launch Checklist

• Custom domain configured and DNS propagated
• Supabase project created with member, superlative, will, timeline, playlist tables
• Auth configured (class code validation)
• All NFC tags programmed, tested, and labeled
• Print placement guide delivered to vendor
• How-To-Scan page proofed and approved for print
• Admin dashboard populated with member roster
• Class codes generated and delivered to committee
• Guestbook, time capsule, playlist features tested
• QR fallback URLs confirmed working

Case Study Template

For each pilot, document:

• School: name, location, size
• Deployment: number of tags, total cost, timeline
• Member adoption: % of graduates who created profiles
• Engagement: guestbook messages, time capsule seals
• Issues: NFC read failures, onboarding friction, print vendor coordination
• Quotes: from yearbook committee, faculty, graduates