Back to homeSmart Volunteer Scheduling

Know Who You Need. Know Who's Confirmed.

Stop guessing whether you're staffed for Sunday. Jethro lets you define exactly how many volunteers each role requires, tracks every RSVP in real time, and surfaces gaps before they become problems.

LiveFill Status
Per-EventOverrides
1-TapRSVP

Without Jethro

  • ✕ You find out you're short a drummer at 8am Sunday
  • ✕ Volunteers forget to reply — and you assume they're coming
  • ✕ Needs change week to week but your template doesn't
  • ✕ No way to see at a glance if the team is fully staffed
  • ✕ Scheduling lives in someone's head or a private spreadsheet

With Jethro

  • Fill status is live in the planner — red means act now
  • Volunteers RSVP from their phone link, no login needed
  • Override needs per-event without touching your template
  • Every role shows confirmed, pending, and declined counts
  • Everyone on the team can see who's serving
Step 1

Define Your Team Needs Once.

For each campus, set how many volunteers you need per role every week — your default template. 4 Vocalists, 1 Worship Leader, 3 Audio techs. Done. Jethro uses that as the baseline for every service.

  • Per-campus role targets — each location can have different needs
  • Quick-add from common worship & tech roles
  • Custom roles for anything unique to your ministry
  • Targets persist week to week — set it and forget it
Team Needs — First CampusRoles needed per service
Worship Leader
1/1
Vocalist
3/4
Acoustic Guitar
1/1
Drums
0/1
Audio
2/2
Lighting
1/1
1 open position — Drums needed
Step 2

Override Per-Event Without Losing Your Template.

Some Sundays are different. Easter needs 6 vocalists. A small mid-week service only needs 2. Jethro lets you override the team needs for any individual event — without touching your weekly default. History is always preserved.

  • Click any event's team row to set one-time overrides
  • Visual indicator shows which weeks have custom needs
  • Revert to default with one click
  • Past service data is frozen — overrides never affect history

Easter Sunday — Override

Team Needs for Apr 20

Vocalist4
6
Worship Leader1
1
Keys / Pads1
2
Audio2
3
Step 3

See Fill Status Live in the Planner.

The Service Planner matrix has a dedicated Team row for each event and campus. At a glance you can see every role, how many are confirmed, and exactly who's still pending — right next to your worship set and service notes.

  • Star-based fill indicators (filled vs needed) per role
  • Green = full, amber = partial, red = unfilled
  • Click any role to see the volunteer's name and RSVP status
  • Total fill summary shown at the top of each column
ROW / DATE01/1901/2602/02
Team
6/7 filled
Worship Leader
Vocalist
Audio
7/7 filled
Worship Leader
Vocalist
Drums
4/7 filled
Worship Leader
Vocalist
Audio
Step 4

Volunteers Confirm from Their Phone.

When you assign a volunteer to a service, they get a personalized email with a link to their mobile run sheet. One tap confirms their attendance. Their RSVP status reflects immediately in your planner — no chasing, no guessing.

  • Email link opens directly to their personal run sheet
  • Accept or Decline in one tap — no account needed
  • Status updates live in your planner the moment they respond
  • Pending volunteers are clearly flagged so you can follow up
Jan 26 Roster — First Campus
S

Sarah Johnson

Worship Leader

Confirmed
M

Marcus Lee

Vocalist

Confirmed
J

Jordan Kim

Vocalist

Confirmed
A

Amy Torres

Vocalist

Pending
T

Tyler Brooks

Drums

Declined
R

Rachel Nguyen

Audio

Confirmed

Explore More Features

Planning Workflow

From Teaching Calendar to Sunday — all connected.

Learn More
Mobile Run Sheet

Sunday in every volunteer's pocket — no app needed.

Learn More

Never be short-staffed on Sunday again.

Start free and schedule your first service in minutes.