CCMA/README.md

# CCMA - Chaotic Creature Member Administration

File-based member administration for Chaos Computer Club Mannheim e.V.

The member store remains readable without this application. Every member has a
directory containing `member.json`, `contributions.json`, an append-only
`events.jsonl`, and a `files/` directory.

## Development

Requires Python 3.11+ with Tk support.
PDF generation from document templates additionally requires LibreOffice or
OpenOffice with a `soffice` command available on the system.

### Windows (PowerShell)

```powershell
python -m venv .venv
.\.venv\Scripts\python.exe -m pip install -r requirements.txt
.\.venv\Scripts\ccma.exe
```

For development tools and tests, install the `dev` extra as well:

```powershell
.\.venv\Scripts\python.exe -m pip install -e .[dev]
```

Alternatively, without installation:

```powershell
$env:PYTHONPATH = "src"
.\.venv\Scripts\python.exe -m ccma
```

### Linux/macOS

```bash
python -m venv .venv
.venv/bin/pip install -r requirements.txt
.venv/bin/ccma
```

For development tools and tests, install the `dev` extra as well:

```bash
.venv/bin/pip install -e '.[dev]'
```

Alternatively, without installation:

```bash
PYTHONPATH=src python -m ccma
```

If LibreOffice is installed on Windows but `soffice` is not in `PATH`, CCMA
also checks the default install locations under `%PROGRAMFILES%` and
`%PROGRAMFILES(X86)%`.

## Building standalone executables

CCMA uses the same PyInstaller-based release flow locally and in CI. The
single-file executables are built from `build/ccma.spec`.

### Windows standalone build

```powershell
cd build
.\build.ps1
```

This creates two executables in the `dist/` directory:
- `ccma.exe` (generic)
- `ccma-<version>-windows-<arch>.exe` (version and architecture-specific, e.g. `ccma-0.1.0-windows-amd64.exe`)

The build script automatically:
- Creates a venv if missing
- Installs dependencies and PyInstaller
- Generates a Windows icon from the CCMA icon
- Runs PyInstaller to bundle the application

### Linux standalone build

```bash
python3 -m venv .venv
. .venv/bin/activate
python -m pip install -U pip
pip install -r requirements.txt
pip install pyinstaller
python -m PyInstaller --noconfirm --clean build/ccma.spec
```

This creates `dist/ccma`. In CI, release builds additionally rename artifacts
to `ccma-<version>-linux-<arch>` and `ccma-<version>-windows-<arch>.exe`.

### CI release builds

The Gitea workflows use the central `ci-templates` submodule and
`ci-config.yaml` to run PR checks, Linux smoke builds, and release packaging for
Linux amd64, Linux arm64, and Windows amd64. A release build is skipped when the
commit message contains `[nobuild]`.

On first start, select or create the central member-store directory. The
`VERSION` file is the single source for application and package versions.

The splash screen remains visible for at least five seconds by default. This
advanced setting is intentionally not exposed in the options dialog. It can be
changed directly in `config.json`, including disabling the minimum with `0`:

```json
"splash_minimum_seconds": 0
```

## Store layout

```text
member-store/
├── repository.json
├── housekeeper.json
├── rules/
├── templates/
│   ├── Forderung mit Positionen.fodt
│   ├── Mahnung.fodt
│   └── Mitglied.fodt
└── members/
    └── <uuid>/
        ├── member.json
        ├── contributions.json
        ├── events.jsonl
        └── files/
```

## Document templates

CCMA reads OpenDocument templates (`.fodt`, `.odt`, or `.ott`) from the
store's `templates/` directory. The three initial `.fodt` files are editable
with LibreOffice/OpenOffice and are copied only when their filename does not
already exist. PDF files are generated locally and stored below the member's
`files/documents/` directory. No office document content is sent to an
external service.

Placeholders use `{{group.field}}`. Available values include:

- Member: `member.number`, `member.first_name`, `member.last_name`,
  `member.full_name`, `member.email`, `member.birth_date`, `member.status`,
  `member.accepted_at`, `member.started_at`, `member.phone`, `member.street`,
  `member.address_addition`, `member.postal_code`, `member.city`,
  `member.country`, `member.address_line`, `member.account_holder`,
  `member.iban`, `member.bic`, `member.mandate_reference`,
  `member.mandate_signed_at`, `member.mandate_revoked_at`,
  `member.mandate_active`
- Claim: `claim.id`, `claim.title`, `claim.due_date`, `claim.total`,
  `claim.created_date`, `claim.created_at`, `claim.paid`, `claim.balance`,
  `claim.status`, `claim.items`
- Reminder: `reminder.id`, `reminder.level`, `reminder.name`,
  `reminder.status`, `reminder.created_at`, `reminder.sent_at`,
  `reminder.payment_deadline`, `reminder.payment_deadline_days`,
  `reminder.fee`, `reminder.detail`, `reminder.channel`
- Document: `document.created_date`, `document.created_at`
- Current time: `current_date`, `current_datetime`
- Organization: `organization.name`, `organization.street`,
  `organization.postal_code`, `organization.city`, `organization.country`,
  `organization.address_line`, `organization.email`, `organization.phone`,
  `organization.website`, `organization.iban`, `organization.bic`,
  `organization.creditor_id`

Claim placeholders are available from a claim tab. Reminder placeholders are
available when a reminder row is selected before opening the document dialog.
Unknown or unavailable placeholders stop generation with a clear error rather
than producing an incomplete letter.

To repeat a formatted table row for every claim item, place both loop markers
inside the same template row:

```text
{{#claim.items}}
{{item.description}} | {{item.type}} | {{item.quantity}} | {{item.unit_price}} | {{item.amount}}
{{/claim.items}}
```

The opening marker may share the first cell with its value and the closing
marker may share the last cell. CCMA removes both markers and clones the whole
row, including its formatting, once per item. With no items, the template row
is removed. A loop that is not closed in the same row is rejected.

## Mail templates

Every e-mail CCMA sends -- the welcome mail with its first invoice, dunning mails,
SEPA pre-notifications and the data-review request -- is rendered from a plain text
template. The shipped
defaults are copied into the store's `templates/mail/` directory on first start
and can be edited there or under Optionen -> E-Mail-Vorlagen. An existing file is
never overwritten; a deleted one is restored from the shipped default.

A template holds the subject in its first line and the message body after a blank
line:

```
Betreff: {{reminder.name}} – {{claim.title}}

Hallo {{member.first_name}},
...
```

Placeholders use the same `{{ ... }}` syntax as the document templates. Which ones
are available depends on the mail; the options dialog lists them per template and
rejects unknown ones when saving. A line that contains nothing but placeholders
which render empty (an optional hint, an empty list) is dropped, and
`{{#claims}} ... {{/claims}}` repeats its content once per claim.

## Data-review mailing

"Datenüberprüfung anfragen" in the members tab asks members to check the data the
club stores about them. Every member appears in the recipient list; preselected are
the live memberships (accepted, active, suspended, resigned at year's end, honorary)
that have an e-mail address. Members without one are skipped and reported.

Each recipient gets one mail listing their own record -- number, name, nickname,
birth date, contact data, address, status, member since, payment frequency, and the
bank details only for members who have any. A field with no value is printed as
`(nicht hinterlegt)` so the gap is visible, and the IBAN is masked down to its
country code and last four digits, which is enough to recognise the account. The
mail closes with the reference to put on a transfer -- member number and full name,
either of which identifies the payment on its own.

The text comes from the `Datenüberprüfung` template. Besides the usual member and
organization placeholders it offers `{{data.sheet}}` (the whole record, one field per
line), `{{data.count}}`, `{{member.iban_masked}}`, `{{payment.reference}}` (the
suggested transfer reference), `{{data.iban_hint}}` (the note about the shortened
IBAN, filled only for members whose bank details are listed) and the repeat block
`{{#data}}{{field.label}}: {{field.value}}{{/data}}` for a custom layout.

Delivery follows the configured e-mail mode (local `.eml` files, direct send, or
IMAP drafts); the run is confirmed once more with the recipient count because it
cannot be taken back. Every mail is archived below the member's
`files/documents/Datenpruefung/` directory and logged as a `data_review_email_sent`
event. A member whose mail fails is reported as a warning and the run continues with
the rest.

## Read-only stores

The member store may be mounted read-only -- the encrypted volume holding the
member data does not have to be writable to look something up. CCMA detects this
at startup by probing the store with an actual write, skips the housekeeper (every
one of its passes writes) and opens in a read-only session: a permanent warning
banner above the tabs, a "NUR LESEN" marker in the window title and status bar,
and every write refused with one clear message instead of an operating system
error.

Program settings still save normally -- they live in the user's config directory,
not in the store. Settings that belong to the store (club data, member numbers,
reminders, e-mail, mail templates) are skipped with a notice. When the volume is
remounted with write access, "Erneut prüfen" in the banner picks that up without a
restart: title, status bar and banner drop their markers, and the housekeeper pass
that was skipped at startup is offered right away.

A store that was never initialized cannot be opened read-only: creating it needs
write access, and CCMA says so instead of failing obscurely.

## Housekeeper rules

The housekeeper runs every rule for every member. Built-in Python rules live in
`ccma/rules/scripts/`. A member store can add rules in its `rules/` directory.
If a store rule has the same filename as a built-in rule, the store version
replaces the built-in version.

Store rules are trusted executable Python code. Only place reviewed rules from
trusted sources in this directory. Rules return structured `RuleAction` objects;
CCMA performs all file writes, duplicate checks, audit events, and atomic updates.

`housekeeper.json` is written only after a complete run. Each refreshed task gets
the pending run ID. A failed run therefore cannot advance the stored counter or
silently resolve existing tasks.

## Claims and payments

Claims are stored in the member's `contributions.json`. A claim consists of
signed line items; fees increase and credits reduce its total. Payments remain
separate records and allocations connect one payment to one or more claims.
This supports partial payments, shared annual payments, unallocated credit, and
optional GnuCash transaction IDs without duplicating a bank transaction.

Claim status and outstanding balance are derived from line items and payment
allocations. Reminders are separate processes and only change the amount when
they explicitly add a fee line item. Every change is also appended to the
member's `events.jsonl` audit trail.

Overdue claims are evaluated by the reminder rule. It creates housekeeper tasks
for the next configured reminder level. Reminder drafts do not change a claim;
only confirming actual dispatch starts the new payment deadline and adds an
optional fee line item. A claim-level dunning hold suppresses automatic and
manual reminder preparation until it is removed or expires.

Do not place a real member store inside the source repository.