HOSA Canada — Team Event Registration Platform

The Challenge

HOSA Canada needed a platform for managing competitive events where students register individually or form teams — all gated by their active membership. The requirements were specific: team formation with invite/accept flows, automatic enrollment triggered by membership purchases, and a fallback that moved unteamed members into an individual event when the deadline passed.

What Was Built

• Custom WordPress plugin with a purpose-built database schema for events, teams, registrations, and team requests
• Membership-gated enrollment — members are automatically enrolled in active events on subscription purchase, and new events bulk-enroll all existing eligible members
• React team management dashboard embedded via WordPress shortcode: send, accept, or decline team invitations with real-time state and team size enforcement
• Admin override mode in the dashboard — staff can directly manage any member's team without touching the database
• Alternate event fallback — a scheduled job auto-moves unteamed members into the individual event at the team registration deadline
• Admin-configurable email notification templates for team invites and confirmations
• Admin event management interface with CRUD forms for team size limits, registration windows, and linked alternate events
• CSV data export and automated reminder emails for event administrators

Tech Stack

Outcome

Replaced a fully manual event and team management process. Enrollment is now automatic — no admin intervention needed when a member subscribes or a new event goes live. Non-technical staff manage the full event lifecycle through the WordPress admin without touching any code.