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 books, 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 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. Every email has buttons to 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 terms and consent. 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
    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, 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.
  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 reminded and cancelled on its own.

Group sign-up

A family or crew signs up together. Each person's name and email is listed, and each counts toward the headcount.

Booked on the spot

A sign-up counts as soon as it is made, like Calendly. One email confirms it. Nothing to tap.

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.

Printed shift list

The committee sees every name and email per shift and prints the list for the shift lead. No apps or scanning at the gate.

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.

Shift rosters

The committee can open any shift and see each person's name and email, then export the list.

Hosted terms and consent

The volunteer waiver lives on its own page, linked from the sign-up form and every email. It is a draft until Leathers provides the final.

Every email is editable

The committee changes the wording of any email, adds new ones, removes ones it doesn't want and drags them into order. Merge fields fill in names, shifts and links. The defaults are below.

FAQ

Common questions answered on the sign-up page and linked from every email, so fewer people need to write in. The committee edits, adds, removes and orders the questions.

One place to manage it

Dashboard, settings, email wording, the FAQ, 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.

DayShiftTargetConfirmedWaitlistFillStatus
Sat Apr 179 AM – 1 PM808711105%Waitlist open
Sat Apr 171 PM – 5 PM8085299%On target
Sat Apr 175 PM – 9 PM8070076%Fill email sent
Sun Apr 189 AM – 1 PM809014110%Reschedule offers out
Sun Apr 181 PM – 5 PM8080090%On target
Sun Apr 185 PM – 9 PM8056055%Fill email sent
Mon Apr 199 AM – 1 PM8053048%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 · You're bookedSent 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}

You're all set. We'll send reminders before each shift.

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.

RescheduleBring a friendCancel
Reply to this email to reach {reply_to_name} · Sponsored by Skips. America's answer to skipped healthcare.
2 · 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
3 · 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
4 · 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
5 · 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
6 · 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
7 · 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}. Find the shift lead at the gate. They have your name on the list.

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.

RescheduleCancel
Reply to reach {reply_to_name} · Sponsored by Skips
8 · 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}. Find the shift lead there.

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

Cancel
Reply to reach {reply_to_name} · Sponsored by Skips
9 · Thank you, and your certificateSent the evening after each shiftSubject: 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
10 · Your signed waiverSent at sign-up, to each adult who agreed to the termsSubject: Your copy of the Jenks volunteer waiver

Hi {signer_name},

This is your copy of the volunteer terms and consent you agreed to when you signed up for the Jenks playground build. Keep it for your records.

Your shift details come in a separate email.

View the waiver
Reply to reach {reply_to_name} · Sponsored by Skips
11 · Committee digestSent to the committee list, Mondays and every morning of build weekSubject: Castle Crew · fill rate and gaps

Booked, 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.
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
11 templates
Add, remove, reorder and edit any of them.
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

  • 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. Count it in the digest.
  • Under 80% at 72hSend email 6 to the opt-in list. Offer a reschedule to everyone on any shift over 100 percent.
  • Under 90% at 24hSend email 6 again. Post the open count to the committee digest.
  • 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.

About Skips

America's answer to skipped healthcare.

joinskips.com

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.