Jenks Castle CrewTry the demo

Proposal

Published November 2, 2026 · For the November 3 committee meeting

Jenks Castle Crew

A volunteer sign-up site for the community build that confirms, reminds, reschedules and backfills by itself.

Working proposalPrepared for the J.S. Jenks Academy playground committee. Dates, names and shift numbers are examples.

1. What the build needs

The Leathers community-build plan needs about 80 volunteers per shift, three shifts a day, for seven days. That is 1,680 shift slots to fill, keep filled, and backfill when people drop. Dan's note of November 2 asked whether a volunteer model is realistic at that scale.

It is realistic only if the scheduling runs itself. Nobody on the committee can chase 1,680 confirmations by hand, and a coordinator with a spreadsheet loses people in the two weeks between sign-up and build day. The hard part is not getting sign-ups. It is keeping them.

2. How this solves it

People sign up on the site. They see open shifts on a calendar, the way they would book on Calendly, and pick as many as they want for themselves or a family. There is no account and no password. Every email has buttons to confirm, reschedule, cancel, add a shift or refer a friend. From there the site does the rest. It confirms them by email, reminds them on a schedule, lets them cancel, reschedule or bring a friend from any email they receive, fills a dropped spot from the waitlist, and asks the opt-in list when a shift runs short. The committee sees one dashboard and gets one digest email.

Try the working demoSign up as a volunteer, tap the emails, then switch to the committee view.Open the demo
80
volunteers per shift
3
four-hour shifts a day, 9 AM to 9 PM
7
build days
1,680
shift slots to fill and keep filled

Numbers from the Leathers community-build plan as described in Dan Baselice's note of November 2. One settings page changes them.

3. How it runs, start to finish

Twelve steps. Two have a person in them. Everything else is email, sent by the app on a schedule.

AutomaticA person
  1. 1
    Setup Committee, once
    Fifteen minutes,
    Enter dates, shifts, headcounts, waiver text, the reply-to address and the committee digest list. Review the email wording and change anything.
  2. 2
    Open sign-up Automatic
    Launch day
    The sign-up page goes live.
  3. 3
    Sign up Automatic
    Any time, any phone
    Pick a day on the calendar, then one shift or several. Sign up a family or a crew together. Agree to the waiver. No account, no password.
  4. 4
    Confirmation email Automatic
    Within a minute
    Lists every shift chosen. Confirm, Reschedule, Cancel and Bring a friend buttons. Unconfirmed at 24 hours gets a nudge. At 48 hours the slots are released.
  5. 5
    Referral Automatic
    Any time
    Bring a friend sends an invitation email with the shifts already selected. The friend confirms in one tap. The referrer is told when they do.
  6. 6
    Reminder emails Automatic
    14, 7 and 3 days out
    Still coming? Yes keeps the shift. Reschedule moves it. Can't make it cancels it and starts the waitlist.
  7. 7
    Gap check Automatic
    72 hours out
    Any shift under 80 percent of target triggers a fill email to the opt-in list and reschedule offers to people on over-full shifts.
  8. 8
    Day-before email Automatic
    24 hours out
    What to bring, where to park, the gate QR code. Shifts under 90 percent trigger a second fill email.
  9. 9
    Morning-of email Automatic
    6 AM on the day
    Shift time, gate time, QR code, and the Cancel link one more time so a late drop can be backfilled.
  10. 10
    Check-in Crew captain
    Shift start
    Volunteer scans the gate QR. The captain sees the headcount and marks no-shows at 30 minutes. The only hands-on job during the build.
  11. 11
    Thank-you email Automatic
    Same evening
    A service-hours certificate as a PDF, with hours per shift worked, and one-tap sign-up for an open shift later in the week.
  12. 12
    Committee digest Automatic
    Mondays, and every morning of build week
    Fill rate, gaps, cancellations, referrals, and anyone who replied with a question.

4. Features

Multiple shifts per person

One sign-up covers any number of shifts across the week. Each shift is confirmed, reminded and cancelled on its own.

Group sign-up

A family or a crew signs up together under one email. Each person is counted toward the headcount.

Confirms by email

Every sign-up gets a Confirm button. A slot is tentative until confirmed and released after 48 hours if it never is.

Cancel from any email

Every email carries a Cancel link per shift. The slot reopens the second it is clicked.

Reschedule from any email

Reschedule opens the shift grid with open shifts only. One tap moves the person. The old slot reopens.

Reminds by email, repeatedly

14, 7 and 3 days out, the day before, and the morning of. Each asks Still coming? with one-tap Yes, Reschedule or Can't make it.

Runs the waitlist

Full shifts take a waitlist. When a slot opens, the first person gets an offer email with a window to accept, then it moves to the next.

Referrals

Bring a friend in every email. The invitation arrives with the referrer's shifts pre-selected. The referrer is told when the friend confirms. The digest counts referrals per person.

Fills gaps on its own

Below target close to build day, the app emails the opt-in list and offers reschedules from over-full shifts.

No account needed

Each sign-up is a record tied to an email address. Volunteers change anything from the buttons in their emails, the same way Calendly works.

QR check-in

A QR code in the day-before and morning-of emails. Captains see a live headcount per zone and mark no-shows.

Service-hours certificate

Sent the same evening as a PDF with the hours worked, the date, and the committee's signature line. Students need these for school.

Every email is editable

The committee changes the subject, the wording and the buttons of any email. Merge fields fill in names, shifts and links. The defaults are below.

One place to manage it

Dashboard, settings, email wording, the volunteer list and exports live in one place. The committee opens it from a private link, with no accounts.

Replies go to a person

Every email is from one reply-to address. A reply lands with the committee member who owns it. Nothing auto-answers a question.

5. What the committee sees

The build-week dashboard, two days before the first shift. Example numbers.

DayShiftTargetConfirmedTentativeWaitlistFillStatus
Sat Apr 179 AM – 1 PM8084311105%Waitlist open
Sat Apr 171 PM – 5 PM80796299%On target
Sat Apr 175 PM – 9 PM80619076%Fill email sent
Sun Apr 189 AM – 1 PM8088214110%Reschedule offers out
Sun Apr 181 PM – 5 PM80728090%On target
Sun Apr 185 PM – 9 PM804412055%Fill email sent
Mon Apr 199 AM – 1 PM803815048%Weekday gap

Weekday daytime shifts will be the hard ones. The fill email and the reschedule offer exist for those rows.

6. The emails, word for word

Every email the app sends, with its default wording. The committee edits any of them. Highlighted fields fill in automatically.

{first_name}{shift_list}{shift}{guest_count}{friend_name}{open_count}{gate_time}{gate_location}{hours}{reply_to_name}
1 · Confirm your shiftsSent within a minute of sign-upSubject: Confirm your shifts · {shift_list}

Hi {first_name},

Thanks for signing up to help renovate the Jenks playground. You picked {guest_count} spots on these shifts:

{shift_list}

Tap Confirm to hold your spots. If we don't hear from you in 48 hours they go back to the waitlist so someone else can take them.

Bring work gloves and a water bottle. Tools, lunch and shirts are provided. Ages 10 and up with an adult. Parking and gate details come the day before.

ConfirmRescheduleBring a friendCancel
Reply to this email to reach {reply_to_name} · Sponsored by Skips. America's answer to skipped healthcare.
2 · Still need you to confirmSent 24 hours after sign-up if unconfirmedSubject: One tap to hold your playground shift

Hi {first_name},

Your spots on {shift_list} are still waiting on you. Tap Confirm and they're yours. If we don't hear back in the next 24 hours we'll release them to the waitlist.

ConfirmCancel
Reply to reach {reply_to_name} · Sponsored by Skips
3 · Your spots were releasedSent 48 hours after sign-up if unconfirmedSubject: We released your playground shift

Hi {first_name},

We didn't hear back, so your spots on {shift_list} went to the next people on the waitlist. No problem at all. If you still want to help, pick any open shift and we'll confirm you right away.

Sign up again
Reply to reach {reply_to_name} · Sponsored by Skips
4 · You're invitedSent when someone taps Bring a friendSubject: {friend_name} wants you on the Jenks playground crew

Hi,

{friend_name} is helping renovate the Jenks playground and asked us to save you a spot alongside them on {shift_list}. Tap Join and you're confirmed. Want a different shift? Pick one.

Tools, lunch and shirts are provided. Bring gloves and water.

Join {friend_name}Pick a different shiftNo thanks
Reply to reach {reply_to_name} · Sponsored by Skips
5 · Your friend is inSent to the referrer when a friend confirmsSubject: {friend_name} is in

Hi {first_name},

{friend_name} just confirmed for {shift}. That's one more pair of hands. Know anyone else?

Bring another friend
Sponsored by Skips
6 · A spot opened upSent to the first person on the waitlist when a slot opensSubject: A spot opened on {shift}

Hi {first_name},

Good news. A spot opened on {shift} and you're next in line. Tap Take it to confirm. The offer stays open for four hours, then it goes to the next person.

Take itPass
Reply to reach {reply_to_name} · Sponsored by Skips
7 · Still coming?Sent 14, 7 and 3 days before each shiftSubject: Still coming {shift}?

Hi {first_name},

Quick check. You're confirmed for {shift}. One tap tells us you're still in. If plans changed, Reschedule moves you to another shift, or Can't make it frees the spot for the waitlist.

Yes, still comingRescheduleCan't make it
Reply to reach {reply_to_name} · Sponsored by Skips
8 · We need a few moreSent to the opt-in list when a shift is under target at 72 and 24 hoursSubject: {open_count} spots open on {shift}

Hi {first_name},

We're {open_count} people short for {shift}. If you can make it, tap Sign up and you're confirmed. If you're already on another shift and could move, Reschedule puts you here instead.

Sign upReschedule to this shiftNot this time
Bring a friend · Reply to reach {reply_to_name} · Sponsored by Skips
9 · Tomorrow, what to bringSent 24 hours before each shiftSubject: Tomorrow at Jenks · {shift}

Hi {first_name},

See you tomorrow for {shift}. The gate opens at {gate_time} at {gate_location}. Show the QR code below at the gate to check in.

Bring work gloves, a water bottle and closed-toe shoes. Tools, lunch and shirts are provided. Dress for the weather.

If something came up, tap Cancel now so we can fill your spot tonight.

Show my QR codeRescheduleCancel
Reply to reach {reply_to_name} · Sponsored by Skips
10 · TodaySent 6 AM on the day of each shiftSubject: Today · {shift} · gate opens {gate_time}

Hi {first_name},

Today's the day. Your shift is {shift}. Gate opens {gate_time} at {gate_location}. Your QR code is below.

Can't make it after all? Tap Cancel and we'll fill your spot.

Show my QR codeCancel
Reply to reach {reply_to_name} · Sponsored by Skips
11 · Thank you, and your certificateSent the evening after a shift the person checked in toSubject: Thank you, {first_name}

Hi {first_name},

Thank you for {hours} hours on the Jenks playground today. Your service-hours certificate is attached. Students can turn it in at school.

There are still open shifts this week if you want to come back. One tap signs you up.

Sign up for another shiftBring a friend
Certificate attached as PDF · Reply to reach {reply_to_name} · Sponsored by Skips
12 · We missed youSent the evening after a shift the person was marked a no-show forSubject: We missed you today

Hi {first_name},

We had you down for {shift} and didn't see you at the gate. Things come up. If you'd still like to help, there are open shifts this week.

Pick an open shift
Reply to reach {reply_to_name} · Sponsored by Skips
13 · Committee digestSent to the committee list, Mondays and every morning of build weekSubject: Castle Crew · fill rate and gaps

Confirmed, tentative, waitlist and fill rate for every shift. Shifts under target, with what the app has already sent for them. Cancellations and reschedules since the last digest. Referrals by person. Replies waiting for {reply_to_name}.

Open the dashboard
Committee digest

7. Settings the committee controls

Everything the app does comes from this page. Change a value and every slot, email and rule follows.

Build window
Apr 17 – Apr 23, 2027
Example. Seven consecutive days.
Shifts per day
9–1 · 1–5 · 5–9
Add a shorter evening shift or a setup day.
Target per shift
80
Per shift, or per zone once Leathers gives the crew plan.
Overbook allowance
10%
Confirmed sign-ups above target, to absorb no-shows.
Shifts per person
No limit
Or cap it, if the committee wants to spread the load.
Minimum age
10 with adult · 16 alone
Set from the SDP and insurance answer.
Reminder cadence
14d · 7d · 3d · 1d · day-of
All by email.
Confirm deadline
48 hours
Nudge at 24. Release at 48.
Gap email triggers
<80% at 72h · <90% at 24h
Goes to the opt-in list only.
Waitlist offer window
4 hours
Then the offer moves on to the next person.
Skills asked
Carpentry · Power tools · Painting · Food · Childcare · First aid
Captains see counts per shift.
Waiver
Leathers standard + SDP addendum
Agreed at sign-up.
Email wording
13 templates
Subject, body and buttons, each editable.
Reply-to
One committee member
Replies land with this person. The digest lists them.
Certificate signer
Committee chair
Name and title printed on every certificate.
Digest recipients
Committee list
Mondays, plus every morning of build week.

8. Rules that make it run itself

  • Unconfirmed at 24hSend email 2. Still unconfirmed at 48h, release the slots and send email 3.
  • Cancel clickedReopen the slot within a minute. Send email 6 to the first waitlisted person. Four-hour window, then next in line.
  • Reschedule clickedShow open shifts only. On pick, confirm the new shift and reopen the old one, which goes to the waitlist.
  • Referral confirmsSend email 5 to the referrer. Count it in the digest.
  • Under 80% at 72hSend email 8 to the opt-in list. Offer a reschedule to everyone on any shift over 100 percent.
  • Under 90% at 24hSend email 8 again. Post the open count to the committee digest.
  • No-show at 30 minCaptain marks it. Send email 12 that evening. No certificate for that shift.
  • Any replyRouted to the reply-to person. Nothing auto-answers a question.
  • Shift completeSend email 11 with the certificate PDF within four hours.

9. Decisions for the committee

  1. Minimum volunteer age, clearances and the waiver Leathers and the School District require. These set three settings above.
  2. Does Leathers staff a crew captain per zone, or do we? Check-in is the one hands-on job.
  3. Who is the reply-to person during build week, and who signs the certificates?
  4. Which lists we can email for the launch and the gap fills. Jenks families, Friends of the Children's Park, Nature Club families.
  5. Any changes to the email wording above.
  6. Hybrid build. If Leathers' pricing lands on a hybrid model, targets drop and the schedule shrinks. The settings page absorbs that.

About Skips

America's answer to skipped healthcare.

Skips is an online direct primary care service designed for same-day prescriptions, labs, letters and referrals. You request then skip the rest.

Skips sponsors the volunteer program. Its wordmark and tagline appear on the sign-up page and in every email footer.

The site runs on the Skips App. It handles the volunteer sign-up site, the shift schedule, the automated emails and their timing, the waitlist and reschedules, the volunteer list and the committee dashboard. The committee uses it to set the shifts, edit the email wording and watch the fill rate.

Disclosure

Mike Rubio, who prepared this proposal, is a co-founder of Skips and a Jenks parent. Skips sponsors the volunteer program and provides the Skips App for the build. Skips collects no volunteer data beyond what the app needs to run the schedule and has no access to school or district records. Volunteer email addresses are used only for the emails described above and are deleted after the build.