Telling instructors what they’re down for

The rota only helps the person looking at it, and an instructor is usually a volunteer who opens this rarely or never. So two things reach out to them instead.

A reminder goes out a week before a session and again the day before: one email however many sessions they’re on, naming the group and how many of them, in the order they happen. Somebody instructing at two campsites gets one from each — they’re two different places to be on Saturday.

A calendar link is the alternative for anybody who lives in their own calendar. Make one from their row on the Staff page and send it to them; their sessions then appear in Google, Apple or Outlook Calendar and stay up to date on their own. Anyone holding that link can see that person’s sessions, so treat it like a password — and Replace link is how you take it away, because the old one stops working the moment you press it.

Reminders only reach people who can sign in. Somebody on your staff list who has never been invited has no address for us to write to. They still appear on the rota and can still be put on sessions — you just tell them yourself.