From who's free? to published.
One process, five steps. You set it up once; jottedIn runs the loop every week after that.
Set up your roster
Name it, set the time, and add your duties — Sound Desk, Waiter, Starter — with how many people each needs. Duties are color-coded so the grid reads at a glance.
Dates can recur (every Sunday, Mon/Wed/Fri, fortnightly) or be hand-picked.
Ask who's free
Everyone gets a personal, signed link by email. They tap Preferred, Available or Unavailable against each date — no login, no app, auto-saved.
Regulars set a recurring pattern once ("always free Saturdays"), and automatic reminders chase the non-responders so you don't have to.
Tap once per date — it saves as you go.
Generate a fair roster
jottedIn fills the grid from real availability: spreading shifts evenly, avoiding over-scheduling the willing, respecting anyone you've locked in place — and honestly flagging what it couldn't fill.
Not quite right? Regenerate for a different solution, or drag people around yourself.
Review & publish
Send the draft as a proposal so the team can sanity-check it and flag clashes before anything goes live — with a review deadline to keep it moving.
When you publish, everyone's notified with their shifts — email, calendar, push.
Handle the curveballs
Every published roster immediately starts falling apart — that's normal. When someone can't make it, jottedIn asks the qualified people "can you cover?" First to accept wins, and the roster updates itself.
Members can propose swaps too. You stay in control with approvals — or let it run on autopilot.
Next week's dates generate from your recurring pattern, availability requests go out on schedule, and you're back at step 3 — with steps 1 and 2 already done forever.
The key mechanic: your team never logs in.
Members do everything through signed email links — availability, viewing shifts, covers, swaps. Coordinators get the full dashboard. That one decision is why casual staff and volunteers actually adopt it.