Jenks Castle Crew

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 track 1,680 sign-ups 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. The booking email and the reminders have buttons to reschedule or cancel, and most emails let them 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 their emails, fills a dropped spot from the waitlist, and asks the opt-in list when a shift runs short. The committee sees everything on one dashboard.

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

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

1. 1
   Setup Committee, once

   Fifteen minutes,

   Enter dates, shifts, headcounts, waiver text and the reply-to address. 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. Each adult agrees to the terms and consent, and sign-up won't go through until they do. A child under 18 is covered by the adult signing them up. No account, no password.
4. 4
   Booking email Automatic

   Within a minute

   Lists every shift booked, with Reschedule, Cancel, Add another shift and Refer a friend buttons. Nothing to confirm.
5. 5
   Referral Automatic

   Any time

   Refer a friend sends an invitation email for the shift the volunteer picks. The friend joins 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.
8. 8
   Day-before email Automatic

   24 hours out

   What to bring, where to park, and to find the shift lead at the gate. Shifts under 90 percent trigger a second fill email.
9. 9
   Morning-of email Automatic

   6 AM on the day

   Shift time, gate time, and the Cancel link one more time so a late drop can be backfilled.
10. 10
    Check-in Shift lead

    Shift start

    Volunteers find the shift lead, who ticks names off the printed list. The committee prints it from the site. 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.

4. Features

5. What the committee sees

The build-week dashboard, two days before the first shift. Example numbers. Every person on it has accepted the volunteer terms and consent, because sign-up won't go through without it.

Weekday daytime shifts will be the hard ones. The fill email exists 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.

7. Settings the committee controls

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

8. Rules that make it run itself

• Cancel clickedReopen the slot within a minute. Send email 4 to the first waitlisted person. Four-hour window, then next in line.
• Reschedule clickedShow open shifts only. On pick, book the new shift and reopen the old one, which goes to the waitlist.
• Referral confirmsSend email 3 to the referrer.
• Under 80% at 72hSend email 6 to the opt-in list.
• Under 90% at 24hSend email 6 again. The dashboard shows the shift as Under target.
• Any replyRouted to the reply-to person. Nothing auto-answers a question.
• Shift completeSend email 9 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 shift lead, or do we? Holding the list 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.

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