Who is committed
How far ahead each facilitator has confirmed their classes. Click anyone to change it — no end date means open-ended, and nothing is ever blocked: a commitment is a conversation, so the schedule only ever asks.
Nobody responsible yet Their commitment doesn't reach this day
Who is here
The volunteer roster — stays, shifts and days off. This is internal: it never appears on the website, the poster or any guest email.
Shift or day off Session a volunteer is on Session without a volunteer Nobody responsible yet Slot nobody is on yet — click to fill it
Link for Community Contributors
Their own always-current week — the same schedule as above, on a page they can open on a phone without signing in. It stays right by itself; no need to re-send it each week.
Share it with the team only. The page names volunteers, so it must not go on the website, in a guest group or anywhere public.
Posters to share
Images you download and post — to WhatsApp or Instagram. Outside guest shows only public (Open) events; Home guest shows everything; Facilitators and Contributors are each group's own copy for their WhatsApp group — download only, never on the website. For the website and reception TVs, use Screens & links below.
Screens & links — live, always the current week
Website — paste into an HTML / embed block. Give it a full-width row; the schedule is 16:9, so a narrow column just makes it small.
Full screen — for the reception TV. On PlaySignage the easiest is a Website slide with the link above. For an HTML slide, paste this instead so it reaches every edge.
Facilitators
They get the evening reminder for sessions they run. No account needed unless they also contribute.
Community Contributors
They can sign in and edit the week. Their colour is the one their shifts take under Week → Team; the dates draw their stay.
Copy link is their own page — no login, and where they name their sessions. Send it to them directly, never to the group.
How it works — for the group
The same three steps as the arrival email, as something you can post. Copy the message, or download the card and send it as a picture.
The message
The card
How the weeks rotate
The two weeks that repeat — days off, morning support, cleaning and sessions, and how they even out over the cycle. Open it, or send the link to the team.
Team only. The page names contributors, so it must not go on the website or in a guest group.
Applications
Everyone on the Notion recruiting board, and which of the seven lifecycle emails have reached them. Read-only — Notion is where you change a status. Only you can see this tab.
Four statuses send an email by themselves: Shortlisted, Accepted, Declined and Arrived. Each goes once and never again, so moving a row back and forth is safe.
The board is read every hour. Shortlisted, Accepted and Arrived therefore go out within the hour — a status set by mistake is not something you can sleep on.
Declined is the exception, and the one that cannot be taken back. It is held for the quiet 02:00 Bangkok pass, so a mis-click has until then to be undone.
Categories & colors
These colors drive the schedule graphic. Change a color and it flows everywhere. (Templates take their colour from their category.)
Venues
Single events
Not a repetition — a saved set of defaults. Pick one in the Add event form and it fills in the title, category, venue, times and price for you. Use these for things that come round irregularly; use Repeating events above for anything that is simply on every week.
Repeating events
Everything that is on the schedule every week without anyone putting it there. You make these on the event form — set Repeats when you add an event — and see them laid out under Week → ⟳ Pattern. This is the full list, including anything paused. Week A is the week of 2 Aug 2026.
Spots
A spot is a standing position in the house, with a fixed week: the days it's off and the duties it carries. Whoever is in that spot inherits it for their whole stay, so the roster builds itself. Notion says who's in which spot; the week itself lives here. The guest schedule's half of this is Week → ⟳ Pattern, and both are drawn together under Week → ⟳ Pattern; one hourly run writes both, and so does the button below.
The week alternates. A row set to Week A or Week B only happens every second week, so Spot 1 and Spot 2 trade days off and duties and both see the island. Week A is the week of 2 Aug 2026 and every second week after it. Rows left on Every week — the Wednesday gathering, Misha's whole week — never move. See the two weeks side by side ↗
The sending week
Everything that goes out by itself, on the day and at the hour it goes. Tap one to read the next message it would send. Times are Bangkok.
Not on a weekday
These fire off a date or a status — someone arriving, someone applying, someone asking to sign in.
Automated emails
Every message the schedule sends by itself. Open one to read the next message that would actually go out, built from the real schedule.
What has gone out
Every automated email actually sent, newest first — including the ones that failed. Tap a row to see who it went to.
Notion sync
Pulls accepted volunteers out of the Contributor Recruiting board — name, email and their slot's dates — and keeps this list in step. Runs by itself every hour; the 02:00 pass is simply the hourly run that happens at 02:00, and it is the only one that lets a Declined message go. Check shows what it would do and changes nothing.
Links used in those emails
Leave one empty and its button is simply left out of the email, rather than sending someone to a dead link.