Lodge Donation Tracker
Raffle donations for a lodge car show. Intake on a phone, signs and sign-up sheets from a printer, winners and thank-you letters after the draw.
Every lodge fundraiser has the same paperwork problem. Donated raffle items arrive over months by text message and memory, and by show day nobody is sure what came in, who gave it, or who still needs a thank-you. Lodge Donation Tracker is the notebook that problem never had.
What it is
Lodge Donation Tracker is the back office for a lodge raffle. Built for Washington Lodge No. 19's annual car show, it records each donated item against an event and a donor, prints the paper the show runs on, captures who won what after the drawing, and generates the acknowledgment letters. It is a standalone tool, not a Gavel Suite module, and it serves one lodge on purpose.
The whole system hangs on one number. Every item gets a sequential item number at intake, and that number is the only identifier shared by the printed sign on the table, the paper sign-up sheet beside it, the ticket in the fishbowl, and the database row. Numbers are never reused — a deleted item leaves a gap rather than letting a stale sign match a different prize.
What it does well
Intake in under thirty seconds. The form is built for a volunteer standing in an auto parts store holding a phone one-handed: item, donor, value, a photo from the camera, done. A new donor is created inline so nobody leaves the form, and a failed save keeps what was typed.
Prints the show. Sign-up sheets with NAME | PHONE | TICKET # at 25 rows per Letter page, a large-type display sign per item with the value optional, and one acknowledgment letter per donor — all from the browser, with a running page count so nobody sends eighty-four pages to the lodge printer by accident.
Winner capture built for 10pm. After the draw: one list, three fields per item, no navigation between saves, and an undo for the row you mistyped. Ticket numbers are stored as text, because 0042 is not 42 when it has to match a paper stub.
Letters that say what a lodge can say. A 501(c)(10) fraternal organization is not a charity, so the default letter thanks the donor, records what was received, and says nothing about tax deductibility. Template and signature are editable in-app; changing the wording is not a deploy.
Locked down for six users. Row-level security is default-deny on every table, verified by 50 policy tests that connect as the real database roles. The committee signs in with one shared password that never reaches the database — the server holds the credential that does.
Who it's for
Washington Lodge No. 19's car show committee. That is the whole customer list, and that is the design.
Any lodge running a donated-item raffle that is tired of text messages and a legal pad — with the caveat that this instance is single-tenant, and a second lodge means a second deployment.
What it looks like in practice
A member walks out of a hardware store with a donated tool set, opens the app on a phone, snaps a photo, picks the donor, and saves. Over the autumn the list grows. The week before the show, a committee member prints the signs and sign-up sheets from a laptop. At the show each item sits on a table with its sign, its sheet, and a fishbowl. That night, tickets are pulled and winners typed in against each item number. The next week, thank-you letters print, one per donor, and go in the mail.
What it's not
It's not a ticketing or payments system. No sales, no revenue accounting.
It's not a random-draw tool. The fishbowl is the randomizer.
It's not multi-tenant. One lodge, one deployment, one shared login.
It's not a Gavel Suite feature. It stays deliberately outside the lodge operations platform.
Status
Live and in use ahead of the November 2026 show, at washington19carshow.qavrensolutions.com on the Qavren web host under rootless Docker, deployed by CI on every green push to main. Intake, printing, winner capture, acknowledgment letters, and item and donor deletion are all shipped. Supabase Auth was kept over the fleet's Keycloak migration as a deliberate exception for a seasonal, six-user tool. Tech: Next.js 16 + React 19, Supabase (Postgres, Auth, Storage), Tailwind, vitest + Playwright.