13th Ave BMX · coordinator access
Create a fresh blank Google Sheet for each season, paste its File ID here. Tabs are built automatically. Families do not carry over — re-add returning families in the new season file (or copy 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.
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.
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.
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.