13th Ave BMX · coordinator access
Each season lives in its own Google Sheet. The easiest way is to make a copy of last season's sheet so returning families carry over, then clear out last year's activity. Full instructions below.
Pick one of the two methods below. The copy method is recommended because your family roster carries forward.
13th Ave BMX Volunteer Tracker — 2027. This is just a label for humans; it doesn't affect anything.| Tab | Do this |
|---|---|
| Families | KEEP — this is the whole reason to copy. Returning families carry over. |
| Log | CLEAR — delete every row below the header. This must be empty, or last year's shifts would count toward this year's bonds. |
| Events | CLEAR — last season's races and dates don't apply to the new year. |
| Tasks | CLEAR — coordinator to-dos were tied to last season's events. |
| Settings | KEEP — you'll update the season name, dates, and bond note in step 7. |
https://docs.google.com/spreadsheets/d/1AbCd…XyZ/edit/d/ and /edit. Select just that part and copy it.With this method the family roster does not carry over, so you'll re-add every family in the Families tab.
There are two pages. This admin page is where you (the coordinator) run things. The volunteer page is the public link families use to sign up for shifts.
The idea: each family owes a volunteer bond, refunded once they earn enough approved credits in a season. Volunteers sign up for spots at events, you approve the shifts, and approved credits count toward each family's bond.
Your at-a-glance view: how many families have met their bond, pending approvals waiting on you, and overall signup activity. Start here each time you log in.
Every shift a volunteer signs up for lands here as pending. For each one, hit the green check to approve (credits count) or the red X to reject (credits don't count, and the spot reopens). When you reject, you can jot an optional reason — it's saved on the entry, shows in the Full log, and lands in the CSV export, so there's a record if anyone asks later. (Hit Cancel on that box to back out of the reject.) The Role column shows who volunteered.
There's also a Release button on each row: it frees the spot the same way Release spot does in the Full log, but without marking it rejected — handy for a duplicate signup you just want to clear. The spot reopens, it's logged as Released, and you can Restore it later from the Full log if needed.
Add a shift manually: if someone volunteered but didn't sign up online, use this — pick the family, event, volunteer name, and role. It ignores the spot limit, so it works for past events too.
Import past shifts (CSV): for backfilling a whole event at once. Download the template, fill it in, paste or upload it. Bad rows are skipped and listed back by line number so you can fix just those. Tick "Mark as approved" since they already happened.
Your club families and their credit standing. Add a family with their surname. Each shows approved credits vs. what's needed, plus anything still pending.
Board members: toggle the Board switch for a family and their bond is automatically considered met — no credits required. Use it for your board members only. This same switch is also what lets that family see and log board-only events on the volunteer page (see "Behind-the-scenes hours" below) — non-board families never see them.
Create everything volunteers can sign up for. Per event you set a name, type, date, and the list of roles.
A preset is a saved bundle of a type + its full role list. Build a 40-role provincial once, click ★ Save these roles as a preset, and name it. Next time, pick it from Start from preset and the whole thing loads, ready to edit. Presets are shared and survive every season.
Custom event types (e.g. "Skills Training Camp"): choose "Other (specify)" in the Type list, type it, and it's remembered in the dropdown from then on.
A way for board members to record the invisible work — meetings, paperwork, grant and sanctioning forms, phone calls, coordinating awards — that never shows up as a normal shift. It's just an ordinary event with the Board members only box ticked, and it works a little differently from a regular one.
Because board families are already bond-exempt, this isn't about credits — it's recognition. The hours roll into the club's season total and the Club standings tab on the volunteer page, so everyone can finally see how much the board puts in.
On the volunteer page they pick their family, then the event, then a task category, type how many hours they put in, and add a short note on what they did. They can log as they go — a couple of hours one night, more another — and rough estimates are fine. Each entry lands in Approvals as pending like any other shift, and the note shows right on the approval row so you can see what the time was for before you approve it.
Every signup ever, filterable by family or status, exportable to CSV. This is also where you free up a spot: if someone signs up and can't make it, hit Release spot on their row. The spot reopens on the volunteer list, credits stop counting, and the entry stays marked Released for the record. Use Restore to undo.
At provincials, helpers from Globe, Warman, or elsewhere can sign up too. On the volunteer page they pick "Volunteer from another club" and choose their club. These shifts log with no credits (nothing to track for them) and are auto-approved, but show in your log with a Guest tag and their club name — so you can thank them.
On the volunteer page a family picks their name, who's volunteering, the event, and then checks off every spot they'll cover (one person can grab several shifts at once). They get a confirmation, and it arrives in your Approvals as pending. If they need to cancel or change, there's a link to email the coordinator.
The page has two tabs. Volunteer (the default) is the sign-up flow above. Club standings is a recognition board: the club's total approved hours for the season, then contributing families sorted by hours with board members badged. It only lists families who've logged approved time — no zero rows — and it leaves out pending and "hours to go", so it reads as celebrating contribution rather than calling anyone out. Sign-up stays the focus; standings is the second tab on purpose.
Season label and window, the credits required for a bond refund, and the bond note volunteers see. Also where you manage seasons — each season is its own data file, so rolling into next year starts fresh while presets and event types carry over.
The line at the top (This admin page vs. Deployed backend) confirms the front-end and back-end versions match. Green and "in sync" = good.