Which edits can send the email?

Four: editing a slot's date or times, setting or changing a section's date, Move all dates, and changing the event date, time, or location under Edit details. Each of those forms shows the checkbox when someone is signed up. Renaming a slot, editing its description, or changing its capacity never sends anything.

Will it email people every time I save?

No. The email goes only when a slot's actual date, time, or location changed compared to before you saved. Re-saving the same date, or reformatting 9:00 to 9:00 AM, sends nothing. And you can untick the box on any save.

The same people a reminder would reach: everyone signed up for an affected slot who gave an email, not RSVP “no” answers, not “I don't need a ride,” and nobody whose slot's day has already passed. Plain-form responses have nothing to reschedule, so they're never emailed. One email per person, however many of their spots moved.

What about the reminder they'd already been sent?

If a slot's day moves, its reminder is re-armed automatically, whether or not you send the change email, so the reminder that goes out names the new day.

Which plans include it?

All of them, including Free. It's a correctness email, like the confirmation.

Announcement · October 12, 2026

the service moved to 10

When the time changes, your volunteers now hear about it

The 9:00 greeters have had 9:00 on their calendars for three weeks. Then the service moves to 10:00, you fix the sheet in thirty seconds, and the sheet is right, but their calendars aren't. Until today, a date or time change updated the public page and nothing else. Now it offers to tell the people it affects.

The short version: Edit a slot's time, re-date a section, use Move all dates, or change the event date, time, or location under Edit details. If people are signed up, the form shows Email the N people signed up if the date, time, or location changes, ticked by default. Save, and each affected volunteer gets one email listing their old and new details with a fresh calendar invite. Every plan.

What the email says

“Your sign-up has changed.” For each of their spots that moved: what it is, how it read before (struck through), and how it reads now — “Sun, Oct 25, 9:00 AM – 10:00 AM · Main lobby.” Then add-to-calendar buttons for the new date and the invite file attached, with a nudge to delete the old event. Each spot keeps its change-or-cancel link, so someone who can't make the new time gives up the spot in one click and the waitlist takes over.

If a meal train's private details (the family's address, the gate code) are on the sheet, they ride along, the way they do in the confirmation.

The part we sweated: only real changes

A notification that fires every time you touch a sheet gets ignored by the second week. So the email is diff-based. Before saving, we note where and when each slot actually happens: its own date or the sheet's, its own times or the sheet's, the sheet's location. After saving, we compare. A renamed slot, a capacity change, a description tweak, or re-saving the same date sends nothing. Only a slot whose effective date, time, or location is different gets its volunteers emailed, and each person gets one email however many of their spots moved.

Mid-reshuffle? Untick the box while you move things around, then tick it on the last save. Everyone gets one email describing where things ended up.

And the reminder fixes itself

A reminder already sent for the old day would have been wrong. When a slot's day moves, its reminder is re-armed automatically, so the two-days-before email (Basic and Pro) describes the new day. That happens whether or not you send the change email.

The details, including exactly who is and isn't emailed, are in Emails & notifications. Volunteers can read their side in every email you can get.

Common questions

Which edits can send the email?: Four: editing a slot's date or times, setting or changing a section's date, Move all dates, and changing the event date, time, or location under Edit details. Each of those forms shows the checkbox when someone is signed up. Renaming a slot, editing its description, or changing its capacity never sends anything.
Will it email people every time I save?: No. The email goes only when a slot's actual date, time, or location changed compared to before you saved. Re-saving the same date, or reformatting 9:00 to 9:00 AM, sends nothing. And you can untick the box on any save.
Who gets it?: The same people a reminder would reach: everyone signed up for an affected slot who gave an email, not RSVP “no” answers, not “I don't need a ride,” and nobody whose slot's day has already passed. Plain-form responses have nothing to reschedule, so they're never emailed. One email per person, however many of their spots moved.
What about the reminder they'd already been sent?: If a slot's day moves, its reminder is re-armed automatically, whether or not you send the change email, so the reminder that goes out names the new day.
Which plans include it?: All of them, including Free. It's a correctness email, like the confirmation.

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