Pickup day — the coordinator's page

One page for the person running the barn. The volunteers have their own card; this is what they can't do and you can.

The night before

Print. Pickup day (left menu) → Pack lists (by order) — one sheet per order, grouped by pickup place and time, with the amount still owed printed on it. Pull sheet (by species) — how many of each plant to stage. Both print from the button at the top of the page.

Make the volunteer link. Pickup day → Volunteer check-in → Generate volunteer link → Copy link → text it. "Text this to your volunteers — they don't need an account." Pick how many days it lasts: "Pick anything from 1 to 30 days."

Ask every volunteer to open the link once while they still have signal. The phone keeps a copy of the list and works in the barn with no bars.

"A new link won't stop an old one — use "Turn off all volunteer links"." If a link went to the wrong people, that button kills every live link at once. Make a new one afterwards.

During the day

Your screen is Pickup day. The three tiles are orders checked in, still to arrive, and past window, not here. Under them: how much is still owed by the people who haven't arrived, and whether the plants in past-window orders are still the district's.

Volunteers check people in; you take the money. Their screen says "Unpaid — collect $X at the table" and, when they tap, "Collect $X now." When someone pays, open the order (Orders → search the name) and press Mark paid — $X: choose Check, Cash, Card on the district's own reader, or Other. Cards run on whatever reader you already own; SeedStand records it so your totals reconcile.

Someone arrives with no order? Surplus sales rings up a walk-up sale against leftover stock: pick the plants, take the money, Record sale — $X. If the shelf shows more than the screen believes is left, tick "Sell anyway — I’ve confirmed extra stock with the nursery" first.

Two tables tapped the same person. The second phone shows an amber note: "{name} was already checked in on another phone." Nothing double-counts; the volunteer has been told to check with the other table before handing over a second set.

A volunteer needs you when the screen says so. Three things only you can do: undo a check-in older than 12 hours ("This check-in is too old to undo here. Ask your coordinator."), check in an order that was marked not picked up or canceled — from its order screen, because "That changes what the district keeps." — and anything about money.

At the end of the day

Pickup day → Review and mark not picked up. It lists every order whose window has passed and who never arrived, and says what the district keeps under its forfeiture policy. Confirm with Mark not picked up. Until a window has actually passed the section says "Nothing to review — no order has missed its pickup window."

Nothing is deleted. A late arrival is still on their order screen: Back to awaiting pickup reverses the mark, and Mark picked up checks them in.

The plants from not-picked-up orders are the district's. They do not go back on sale by themselves — sell them at the surplus table, give them away, or plant them out.

Things that surprise coordinators, once

• A volunteer link generated today still works tomorrow; Turn off all volunteer links is the only off switch.
• Volunteers cannot record payments, cannot mark anyone not picked up, and cannot see customers' email addresses.
• A tap made with no signal is saved on the phone ("Offline — taps are saved") and sent when the bars return. Don't ask volunteers to re-tap.
• The pack list amount and the volunteer's "Collect $X" are the same number from the same order. If they differ, someone recorded a payment in between — refresh.
• Questions: support@seedstand.org, or Report a problem at the bottom of any admin page.