unsupervised-scheduler/docs/features/policies.md

Feature: Policies

Overview

The studio admin drafts, versions, and publishes policies (e.g. cancellation, payment, code of conduct). Registrants must read and accept the current published version of every policy before they can book. Acceptance is recorded against the specific version, so when a policy is updated students must re-accept it at their next booking.

Data Model — {prefix}us_policies

Column	Type	Notes
id	BIGINT UNSIGNED	Primary key
title	VARCHAR(191)	Display name
slug	VARCHAR(191)	Unique key, e.g. cancellation
current_version_id	BIGINT UNSIGNED	Nullable FK → us_policy_versions.id (published)
acceptance_scope	VARCHAR(20)	signup / booking / both — when it must be accepted
created_at	DATETIME	Insertion time

Data Model — {prefix}us_policy_versions

Column	Type	Notes
id	BIGINT UNSIGNED	Primary key
policy_id	BIGINT UNSIGNED	FK → us_policies.id
version_number	INT	Increments per policy, starting at 1
body	LONGTEXT	The policy text (HTML/markdown)
status	VARCHAR(20)	draft / published / archived
published_at	DATETIME	When published; NULL for drafts
created_at	DATETIME	Insertion time

Data Model — {prefix}us_policy_acceptances

Column	Type	Notes
id	BIGINT UNSIGNED	Primary key
policy_version_id	BIGINT UNSIGNED	FK → us_policy_versions.id (the exact version accepted)
student_id	BIGINT UNSIGNED	WordPress user ID
registration_type	VARCHAR(20)	lesson or enrollment
registration_id	BIGINT UNSIGNED	FK → us_lessons.id or us_group_enrollments.id
accepted_at	DATETIME	Timestamp of acceptance
ip_address	VARCHAR(45)	IP captured at acceptance (audit trail); NULL when not given online
collected_via	VARCHAR(20)	How the acceptance reached the studio when it was not given online (paper / in_person / phone / email / other); NULL means online
collected_note	VARCHAR(191)	Free-text detail for the above; required for other
recorded_by	BIGINT UNSIGNED	Staff member who typed a collected-elsewhere acceptance in; 0 otherwise

Versioning & Acceptance Rules

• Editing a published policy creates a new draft version; the old version stays published until the draft is published.
• Editing a draft version rewrites it in place — nobody has accepted it yet, so there is nothing to preserve and no new version is created. PATCH /policies/{id}/versions/{vid} allows only this case; the admin page also accepts an edit to a published or archived version and branches a new draft from it.
• Publishing a draft sets it published, stamps published_at, archives the prior version, and points us_policies.current_version_id at it.
• The registration gate requires acceptance of the current_version_id of every policy. Because acceptance is tied to policy_version_id, a newly published version is unaccepted and must be re-accepted at the student's next booking.

Admin Interface

Policies in wp-admin (manage_policies, studio admin only):

• Create a policy; draft version bodies
• Rename the selected policy (rename_policy, PolicyRepository::updateTitle()). Only the title changes: the slug is the identifier findBySlug() and the gates resolve policies by, so renaming can never detach a policy from versions students have already accepted. A blank title, or one longer than Policy::MAX_TITLE_LENGTH, is ignored
• View the content of any version (?page=us-policies&policy_id={id}&version_id={vid}), whatever its status
• Edit from the viewer: a draft is saved in place; editing a published or archived version instead saves the text as a new draft version (the viewer follows to it), so text students have already accepted is never rewritten
• Publish a draft version; view acceptance history per version

Rendering a Policy Body

Bodies are typed into a plain textarea, so most are written as blank-line-separated prose with no markup. PolicyVersion::bodyHtml() is the single render path — wp_kses_post() then wpautop(), the same treatment WordPress gives post content — so unmarked-up text arrives as real paragraphs and bodies that do carry markup are left alone. It feeds the booking/enrolment JSON (GET /policies), the signup form, and the admin version viewer, which therefore previews exactly what students see.

The acceptance markup (.us-policy / .us-policy-body) is styled in assets/css/frontend.css as a bounded, vertically scrolling reading box with overflow-wrap: break-word, so a long policy or a pasted URL cannot force a horizontal scrollbar or push the accept checkbox out of view. RegistrationPage enqueues that stylesheet for the signup gate; BookingPage and GroupClassPage already did.

REST API

Method	Endpoint	Permission
GET	/wp-json/us-scheduler/v1/policies	Public (current published versions)
POST	/wp-json/us-scheduler/v1/policies	manage_policies
POST	/wp-json/us-scheduler/v1/policies/{id}/versions	manage_policies
PATCH	/wp-json/us-scheduler/v1/policies/{id}/versions/{vid}	manage_policies
POST	/wp-json/us-scheduler/v1/policies/{id}/versions/{vid}/publish	manage_policies

Acceptances are not posted directly — they are written as part of POST /bookings and POST /enrollments via the accepted_policy_version_ids[] field, which must cover every policy's current version or the registration is rejected.

Implementation

• Repositories: Unsupervised\Schedular\Policy\PolicyRepository, Unsupervised\Schedular\Policy\PolicyVersionRepository, Unsupervised\Schedular\Policy\AcceptanceRepository
• Models: Unsupervised\Schedular\Policy\Policy, Unsupervised\Schedular\Policy\PolicyVersion, Unsupervised\Schedular\Policy\PolicyAcceptance
• Service: Unsupervised\Schedular\Policy\PolicyService — orchestrates create / add-draft / publish across the policies and versions tables (archive prior current version, stamp published_at, repoint current_version_id)
• Admin controller: Unsupervised\Schedular\Policy\PolicyController
• REST endpoint: Unsupervised\Schedular\Policy\PolicyEndpoint

Tests

• tests/Unit/Policy/PolicyValueObjectsTest.php
• tests/Unit/Policy/PolicyRepositoryTest.php
• tests/Unit/Policy/PolicyVersionRepositoryTest.php
• tests/Unit/Policy/AcceptanceRepositoryTest.php
• tests/Unit/Policy/PolicyServiceTest.php
• tests/Unit/Policy/PolicyControllerTest.php
• tests/Unit/Policy/PolicyEndpointTest.php

Who Accepted

us_policy_acceptances.accepted_by records the person who actually ticked the box, where that differs from student_id — a guardian agreeing on a child's behalf. It defaults to 0, read back as "the student agreed for themselves" (PolicyAcceptance::acceptorOrStudent()). See parent-guardian-accounts.md.

recorded_by answers a different question: who entered the acceptance, for one collected on paper or over the phone and typed in afterwards. The student still agreed, so accepted_by stays theirs; collected_via says how, and no IP is stored because they were never at a browser. Only lessons the studio booked can be recorded against — see Recording Intake Collected Elsewhere in lesson-booking.md.