Publish live alerts to the public tracker &
route viewer or dispatch custom messages/reminders to tonight's crew.
📢 Live Tracker Alert Banner
Inactive
Displayed prominently across the live Tracker
and Route Viewer for instant updates to the public.
📲 Custom Message to Route Crew
0
Volunteers
Sends a personalized email via Resend batch to
every volunteer signed up or assigned to this route.
Santa Sleigh Route Rosters
Coordinate and assign volunteer crew across all routes.
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💰 Sleigh Collections & Council Declaration
Manage donation income across all sleigh routes and calculate the official declaration of total cash and
card collected for the council.
🔒 Restricted to Finance &
Site Admin
👥 Financial Figures Visibility & Permissions
Control which logged-in member groups can view collection figures. Non-logged-in public visitors can
never see financials. Edits are restricted strictly to Finance & Site Admin.
✓ Finance & Site Admin always retain full view & edit access.
🏛️ Council Declaration SummaryOfficial
Return
Ready to declare
1. Total Cash Collected£0.00Physical cash & bucket donations
2. Total Card & Electronic£0.00Zettle (£0.00) +
Online QR (£0.00)
3. Total Sleigh Sum Declared£0.00Grand total across period
🌙 Night-by-Night Breakdown
Different income streams broken out for information &
tracking
Route / Collection
Cash (£)
Zettle (£)
Online / QR (£)
Night Total
Actions
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🤝 Community Groups Directory
Consolidated directory of all known charities, youth clubs, and community groups across past and present
seasons.
Select groups below to dispatch a formal season invitation ("Sign up your community group today!") or a
warm thank-you message directly via the portal.
Selected:
0 groups
Group / Organization
Primary Contact
Email Address
Phone
Seasons & Routes
Source
Loading community groups and
past season archives...
🗄️ Past Seasons Roster Archives
View historical rosters, volunteer
signups, and community groups from previous years.
Select an archived season above to view
historical details.
People Directory & Permission Roles
Manage members in the dynamic directory. Control who is a TRT Member, Sleigh
Lead, or Site Admin. Members can link their Google account to their name when
signing in.
Add Person to Directory
Allows pre-linking. Overwritten when member signs up.
No sub-groups defined yet. Add them in the Duties &
Roles tab.
Select any specific qualifications this
volunteer holds (e.g. Tow Driver, Character).
Name
Role
Sub-Groups / Tags
Linked Account
Notes
Actions
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⚠️ Unlinked Registered Accounts
Users who have signed up or authenticated with Google/Email but have not yet linked to a Round Table
volunteer profile or Community Partner group. Sleigh Leads and Admins can delete inactive or stale
accounts.
Display Name
Email
Registered Date
Account UID
Actions
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Dynamic Route Duties / Roles
Define the roles needed for each sleigh route (e.g. Santa, Grinch, Tower, Reverse Support, Lockup Meeting
Point, Route Director). Sleigh Leads and Admins assign volunteers to these roles on route nights.
Add New Role
Set 1, 2, etc. Or 0 for
optional/unlimited
No sub-groups defined yet.
Restrict assignments for this role to
volunteers who possess at least one of the selected sub-groups. Leave unchecked for any volunteer.
🏷️ Dynamic Sub-Groups & Role Qualifications
Create and manage qualification tags (e.g. Tow Driver, Costume Santa, First Aid).
These do not control website permissions, but allow you to restrict specific route roles so only qualified
volunteers can be assigned.
Add New Sub-Group
3rd Party Community Groups
External partner organizations that assist with route duties (e.g. Cadets, Scouts, Rotary, youth clubs).
Group leads can log into the Community Groups portal to attach themselves and adopt routes.
Review contact details for verified leads attached to community groups. Unlinking removes their
management access so a new contact can be assigned.
Community Group
Lead Contact
Email
Mobile / Phone
Linked Date
Actions
Loading community partner contacts...
Milestone messages
Customize the messages that appear at each fundraising milestone on the public page.
Bootstrap Authorized Google Accounts
Google accounts listed here have permanent fallback Site Admin rights for bootstrap access.
✉️ Volunteer Email Notifications & Resend Setup
Configure Resend credentials to dispatch morning briefing reminders to signed-up volunteers. Sleigh Leads and
Site Admins can trigger route emails directly from the Master Rosters tab or individual route pages.
For unverified domains, use: [email protected] (sandbox). For production, verify your
custom domain in Resend and use [email protected].
The email address inquiries from the Community Groups portal contact form are
dispatched to via Resend. Readable by anyone logged in, only editable by Site Admins. Defaults to
[email protected].
Alerts are delivered to the Santa coordinator address above ([email protected]) and a
confirmation copy is sent directly to the volunteer or partner. Sleigh Lead personal email addresses are
never exposed.
⚠️ Resend Free Tier Rule: If you use [email protected], Resend
strictly limits delivery to your own Resend account registration email. To send reminders to all
volunteers, add & verify your custom domain in the Resend Domains Dashboard.
🧪 Test Email Delivery
Send a test briefing reminder to verify
your API Key and sender email address are working with Resend.
📢 Dynamic Thank You / Announcement Pop-up
Configure an on-screen pop-up modal for visitors on the Tracker and Routes Overview pages between specific
dates. This setting is restricted to Site Admins.
When enabled, the pop-up will appear
between the scheduled dates below.
🤝 Route Sponsorship & "Enquire to Sponsor" Visibility
Control whether the "Enquire to Sponsor" opportunity callout is shown to the public on
routes that do not have a sponsor yet. You can also specify an automatic cut-off date after which it will be
hidden.
When unchecked, "Enquire to Sponsor"
will be immediately hidden on all unsponsored routes.
If set, "Enquire to Sponsor" is
automatically removed from view on and after this date.
✨ Rule Guarantee: If a route has an official sponsor assigned, the sponsor's logo and
details will always show regardless of this toggle or date. This setting only controls the
"Enquire to Sponsor" callout on unsponsored routes.
❄️
Thank You, Thornbury!
Edit Route Details
Update route title, date, start time, meeting point, and
route sponsor. GPX map files and thumbnail images remain safely bound.
Volunteers will see: "See you at
[location]!" with a clickable what3words map link.
⭐Route Sponsor (Optional)
Feature a local business sponsoring this route. Public visitors will see their logo, name, and blurb on this
route's page.
Update name, permission role, sub-group qualifications, and notes.
Set a default email for members who haven't signed up yet. It will automatically be overwritten when the member signs up and links their account.
Edit Route Role
Update role details, required volunteer count, and qualification restrictions.
Only volunteers with at least one matching
sub-group qualification can be assigned. Leave unchecked for any volunteer.
⚠️
Reset Season Rosters
This action will wipe all volunteer signups and duty assignments across all routes for the season.
✅ Safety guarantee: Zero email notifications will be
sent to volunteers.
A full archive snapshot will be automatically preserved in Past Seasons.
Current Roster Stats:
Loading current stats...
Data will be saved to Past Seasons archive
under this year.
📅
Update Sleigh Dates
Automatically sets all 8 route dates to the Friday, Saturday, and Sunday nights across the 3
weekends leading up to Christmas.
Updates will immediately reflect
across the Tracker, Route Viewer, and public schedules.
Calculated Route Schedule Preview:
✉️
Send Community Message
0
Recipients
Each recipient will receive an individual email via Resend batch sending. Recipient email addresses are kept
private.