Glossary

Everything in the system means one thing. Here are the ones a non- developer might want a definition of, in alphabetical order.

Admin. A role in Team with full access to the CRM and the Portal.

Admitted. The fourth main stage. The office accepted the applicant; a deposit invoice is waiting.

Alumni. The sixth main stage. The person completed a program. Alumni is a stage per program, so one person can be Alumni of Dream Work and Applicant of Spiritual Direction at the same time.

Applicant. The third main stage. The person started an application. The Applications page is where they live until a decision.

Cloudflare Pages. The hosting service that serves the CRM, the Portal and this guide. It takes files from the repository and makes them a website.

Cohort. A group of students who begin a program together and stay together. Haden runs two cohorts per program per year.

Conference Attendee. A tag on a person who attended the Summer Dream and Spirituality Conference. People with this tag live in the Conference funnel view.

Declined. A status, not a stage. The office said no to this person’s application; their program row is marked declined.

Deferred. A status. The person is moving, but to a later cohort.

DKIM. DomainKeys Identified Mail. One of three email records that tell receiving inboxes that an email from @hadeninstitute-crm.com is really from us. Check it in the Resend dashboard if emails stop arriving.

DMARC. Domain-based Message Authentication, Reporting and Conformance. Another of the three email records. Works with SPF and DKIM.

Dormant. A status. We have stopped reaching out; nothing has happened in a long time.

Edge Function. A small piece of code the system runs when something arrives from outside — a form submission, a Gmail push notification, a QuickBooks webhook, an invite request. Think of each one as a small door the outside world knocks on.

Engaged. The second main stage. The person has had a real conversation logged, attended an info session, or registered for one.

Enrollment. The relationship between a specific person and a specific cohort. One cohort has many enrollments.

Fake adapter. The default implementation of an outside system that uses fixtures or an internal queue instead of calling the real service. See Adapters.

Funnel. Another word for the pipeline — the sequence of stages from Prospect to Alumni.

Hearth design system. The design system Haden’s software uses. Bone paper, ochre accents, umber ink. Spectral, Cormorant Garamond, Hanken Grotesk. See design/README.md in the repository.

Interaction. One row on a person’s Timeline. Every stage change, status change, note, call, email, form submission, attendance mark, payment, submission and system event becomes an interaction.

Kanuga. Kanuga Conference Center in Hendersonville, North Carolina. Where Haden’s in-person intensives happen.

Magic link. A one-time, one-use sign-in link emailed to the person who asked for it. Haden’s software never asks for a password.

Marketing Sync Queue. A table that holds every stage, status and tag change that should become a Constant Contact tag. In fake mode, the office exports it as a CSV; in live mode it drains automatically.

Mentor. A role in Team. Scoped to the portal only, and only to their own cohorts.

Not a fit. A status. The office has decided this person isn’t the right fit; the record stays, but filtered lists hide them.

On leave. A status. The person stepped away but will return.

Person Programs. The database table that holds one row per (person, program) pair. The reason an alumna of Dream Work can also be an applicant to Spiritual Direction. See The pipeline model.

Pipeline. The six-stage line from Prospect to Alumni. Each Enrollment Funnel view is a Kanban board of these stages.

Program. Spiritual Direction or Dream Work. A person is in a funnel per program they engage with.

Prospect. The first main stage. Someone who filled an inquiry form, attended a conference, or arrived from one of Haden’s lists.

Resend. The service Haden uses to send system email. Not the same thing as Constant Contact (which is for marketing).

Row-Level Security. The database rule that limits what a student, a mentor or a staff member can read. Students only see their own rows; mentors only see their own cohorts; staff see what their role allows.

SPF. Sender Policy Framework. The third of the three email records. Together with DKIM and DMARC, it tells inboxes that mail from hadeninstitute-crm.com is really from Haden.

Staff. A role in Team. Office tools in the CRM and the portal.

Student. The fifth main stage. The deposit is paid, the seat is confirmed, the Portal is theirs.

Supabase. The service that holds Haden’s database, logins and file storage.

Trigger. A database rule that fires on every row change. The Timeline is kept honest by triggers — the UI cannot forget to log a stage change because the database writes it.

Withdrawn. A status. The person left the program.

Zoom Events. The platform Haden uses for virtual attendance at intensives. Separate from standard Zoom meetings, which are used for the smaller cohort calls.

Next: Index.