Start Here
Your five tools — what each one is for, how you actually use it, and what each screen looks like.
All five live at one address
oo-planning-tools.pages.dev
Save it to your phone's home screen and it opens like an app. Keep the link to yourselves — these pages hold your own yield and harvest numbers, and they're not part of the public website.
Plan the Season
Start of seasonWorking out when to plant so it's ready when you want it. Tell it the week you want to harvest and it works backwards to your seed and transplant days, using your own Florida timings — not a seed packet's.
Before the season, and any time you're adding a planting. Its second tab, This week, is your daily list: Overdue, Today, This week, Coming up.
It can lay a whole succession at once — say six plantings, ten days apart — and it warns you if that bed is already spoken for. The warning is a heads-up, not a block; you can plant anyway if you know something it doesn't.
How it goes
- Tap your name, and check the season shown at the top of the card is the one you're planning.
- Pick the crop, then type the variety and the bed it's going into.
- Leave Going in on the bed itself unless the crop is going into the cement-block cells around the bed. That one choice is what keeps a cell crop out of the double-booked-bed warning — it takes up no room in the bed, so it can never clash with what is growing in it.
- Put in the date you want to start harvesting. That's the only date you give it — everything else is worked backwards from there.
- The schedule appears underneath: seed day, transplant day, first harvest. Change any field and it redraws as you type; nothing is saved yet.
- For a succession, set how many plantings and how many days apart. The list grows to #1, #2, #3… each with its own seed and harvest day.
- If the bed's already spoken for, an amber box says which plantings overlap. Read it, then decide — it will still let you add them.
- Tap Add … to the plan. All of them file in one go, and the button tells you how many.
- Straight after it saves, it asks “…and in the cells of 1:6?” Pick a crop and tap Add to the cells and that goes in too, sown the same day — the way your bed sheet already pairs them. Tap No thanks if nothing is going in the cells.
- From then on, the This week tab is your list: Overdue, Today, This week, Coming up. Each one has a single button — Seeded today, Transplanted today — so the plan turns into a real record with one tap.
On the phone
Pictures of these screens are on the on-screen version of this sheet — oo-planning-tools.pages.dev
Log it
Every dayWriting down what actually happened: a harvest weigh-in, a planting moving a step forward, a compost temperature, something you put on a bed, or seed you bought. Five tabs, a few taps each.
At the moment it happens, standing in the bed. That's the whole point of it — it's built for a phone with one hand full.
Tap your own name before you save. On a certification record, who wrote it down is part of the evidence — and it stays on whoever tapped it last. Probe depth is in inches.
How it goes
- Tap your name first — Sarah or Laurie. It stays on whoever used the page last, so it is the one thing to check every time.
- Harvest tab: pick the crop, type the bed (or a few, separated by commas), put the weight in pounds. The date is already today.
- Optional: Which variety? lists what is growing in that bed and ties the weight to one of them, so you can ask at season end which variety actually yielded. If it all went in one bin, tap Don't know — the weight still counts toward the crop.
- Planting tab: crop, variety, bed, then tap the stage it has just reached — Seeded, Stepped up, or Transplanted.
- The bed is optional until you transplant. Start seeds without one and leave it blank; when they go in the ground, leave the bed box empty to find them again under “no bed yet”, or type the bed they're going into. If you did type a bed when you sowed it and it ends up somewhere else, transplanting into the real bed moves it and says moved from — the record follows the plants.
- Every time, it asks which planting you mean and lists the ones open in that bed — plus, from Stepped up onwards, any tray with no bed yet, and at Transplanted any tray that was given a different bed when it was sown. Picking one moves that row forward instead of creating a duplicate.
- Tap which planting it is. When something in the list is waiting for the step you're logging, nothing is picked for you: tap the planting, or tap None of these — new planting for a genuinely new one. Typing the variety of one waiting planting counts as tapping it. Save says so until you do.
- Two varieties in one bed are two plantings. Log each one separately, tapping None of these — new planting for the second. Same for a tray of many varieties (the tomatoes): one save per variety, each a new planting. If the page thinks you have already logged that one, it says so and saves only when you tap Save again — so a save you tap twice on bad signal is never filed twice.
- Planning a crop you grow as several varieties? In Plan the Season, plan the bed with the variety box left empty — that row holds the bed. Log each variety as you seed it. This week then shows that bed as waiting for its transplant instead of overdue. When you transplant, pick the variety in the list, not the row marked “the bed's plan”. Tapping the plan row is refused once its varieties exist, and asks first if they don't.
- When you move a planting on, the green message names the variety the record holds. If that isn't the one you meant, you tapped the wrong planting.
- How many? opens the counts — seed company, how many sown (there's a packs × cells box that does the sum — or leave those two empty and type the number straight into Total), how many stepped up and into what size pot, how many actually went in the bed, and how much of the bed they took. All optional, and it only ever asks about the stage you're on.
- If a planting came to nothing, tap Something didn't work out and then pick which planting it was. The row stays exactly as you logged it — this just records how it ended, so a seeding that failed still reads as a real seeding.
- Compost tab: pick the batch that's already going — or Start a new batch if the pile was just built.
- Type the temperature. It tells you straight away whether that reading counts toward the 131°F hold, before you even save.
- Probe spot is where and how deep, in inches. Turned yes/no matters: certification wants at least one turn inside the hold.
- Inputs tab: two buttons at the top. Applied to a bed is for anything you put on a bed when there is no crop in it — compost, an amendment, a cover crop turned in. Use the name on the container, not a category: that's what gets checked against the allowed list. Inputs on a growing crop still go on the Planting tab.
- Bought is the other half — record a fertiliser, amendment or spray when it arrives. Only the name on the container is required; who makes it and who you bought it from are two separate boxes, and either can be left blank. An inspector asks for the label and the receipt for every input that went on the ground, so this is the half that answers where did it come from. Once you've bought something, its name is offered back to you on the Applied form, so it gets spelled the same way both times.
- Seed tab: seed you've bought — who from, which crop, and whether it was certified organic. If you had to use untreated seed because organic wasn't available, write the three other suppliers you checked in the notes on that row. Nothing here has to match a planting.
- Tap Save. Whatever you saved appears under Today's log at the bottom — that list is your receipt.
On the phone
Pictures of these screens are on the on-screen version of this sheet — oo-planning-tools.pages.dev
Weekly Email
Every weekTelling your members what's in this week's share. Type it once, and it goes out to the pickup groups getting that harvest — instead of typing a version by hand for each group.
The day before each pickup: the Wednesday groups after the Tuesday harvest, the Saturday group after the Friday one.
Preview, then Send Test, then Send — in that order, every time. The green Send to Selected Members button goes to real members immediately and cannot be taken back. Send Test goes only to the two of you.
How it goes
- Pick the week of date. The subject line fills itself in from it — change it if you want, it won't overwrite what you type.
- Type what's in the share, one item per line. Each line becomes a bullet in the email, so there's no need to add dashes or dots yourself.
- A recipe link and a photo link are both optional. The photo is a link to a picture already online, not a file off your phone.
- Under Send to, tick only the groups getting this harvest — the Wednesday ones, or the Saturday one. Leaving every box ticked emails every active member, which is right for a general note and wrong for a "your bag is ready" one.
- The first time you use it on a phone it asks for the send password, then remembers it. If it ever says wrong password, it has already forgotten the bad one — just press the button again and type it properly.
- Press Preview. The finished email appears underneath, built by the same thing that sends it, so what you see is what lands.
- Press Send Test. That goes to Sarah and Laurie only. Open it on your phone and check it reads right.
- Only then press Send to Selected Members. It asks you to confirm, naming the subject and exactly who it's going to — read that line before you say yes.
- It tells you how many it sent to when it's done. If any failed, that number shows too — tell Jeff rather than pressing send again.
On the phone
Pictures of these screens are on the on-screen version of this sheet — oo-planning-tools.pages.dev
When to Start
Any timeA quick answer to one question: if I want this crop by this date, when does it go in? Pick a crop, pick a date, done.
Any time you just want the number and don't want to commit to anything.
This one saves nothing. It's a calculator — it answers and forgets. If you want it written into the plan, use Plan the Season instead.
How it goes
- Pick the crop.
- Choose which end you already know: I want to harvest by… or I'm seeding on…. The date box relabels itself to match.
- Pick the date. The answer is there immediately — no button to press.
- You get all three dates: seed in trays, transplant out, first harvest, with the days between them spelled out.
- Close it and it's gone. Nothing was written anywhere, which is exactly what makes it safe to poke at.
On the phone
Pictures of these screens are on the on-screen version of this sheet — oo-planning-tools.pages.dev
Planting Almanac
Any timeWhat your crops actually did. Real days in the tray, real days to maturity, and pounds harvested per season — all computed from your own records across your seasons, not from a catalog.
Deciding what to plant and how much of it, or checking a hunch against what really happened last time.
Where a number comes from only one or two plantings, the page says so — thin data is labelled, never dressed up. The up/down arrows compare your last two finished seasons, so a season still filling in never gets marked down for being half over.
How it goes
- Nothing to fill in — it opens already built from your records.
- The top four numbers are the season at a glance: crops with harvest data, seasons measured, total pounds, and your biggest crop by weight.
- Under that, a note says where your planning numbers and your real harvests disagree — that's the part worth reading before you plan anything.
- Then the big table: every crop, pounds in each season, with an arrow for the trend.
- Slide the table sideways for the timings — days in tray and days to maturity, with your measured figure in blue next to the number you've been planning with.
- n is how many plantings a number was averaged from. A big n is worth trusting; n1 or n2 is one season's luck, and the page says so rather than hiding it.
On the phone
Pictures of these screens are on the on-screen version of this sheet — oo-planning-tools.pages.dev
Records
Inspection timeThe page you hand the certifier. Where the seed came from; what you sowed, stepped up and planted out; harvests by date, bed and weight; every input bought and applied; and whether each compost batch actually held 131°F. There's a Print button.
An inspection, or any time you want to know whether a pile made the standard.
A batch is what's in the pile, not what you call the pile — empty “Pile 1” and refill it and that's a new batch, so two different heaps never get added together into a hold that never happened. And when a day has several probe readings, the coolest one is the one that counts, because the standard is the whole pile holding heat.
How it goes
- Pick the season and tap Open records. It reads live, so it always shows what's in your records right now.
- A one-line summary appears first: how many seed purchases, sowings, harvest records, temperature readings and inputs it found.
- Seed purchases — where each lot came from and whether it was certified organic. Doc is ticked when a photo of the invoice, packet or tag is attached to that row in Airtable. Attaching one is the single most useful thing you can do before an inspection.
- Seed starting, Stepping up and Planting out — the three sheets the certifier asks for, each showing how many, in your own units. A planting that failed still appears, marked with what happened.
- Harvest record — every pick by date, crop, bed and weight, with who logged it and the season total added up at the bottom.
- Compost temperatures — one block per batch, each with a plain verdict. Either it met the standard, or it says exactly how far short and why.
- Inputs bought — where each input came from: what it is, who makes it and who you bought it from, in two separate columns. Blank means nobody wrote it down, and the sheet leaves it blank rather than guessing. Doc works the same as on the seed sheet.
- Inputs applied to a crop — every planting that had an additive or fertiliser recorded against it. Inputs applied to a bed is the separate list for anything put on ground with nothing planted in it; those carry the real day it went on.
- Print gives you the paper version, dated, with the buttons stripped out. That's the thing you hand over.
- If a batch reads short, that is the record — go and look at the pile, don't edit the page. Corrections happen in Airtable and they leave a trail.
On the phone
Pictures of these screens are on the on-screen version of this sheet — oo-planning-tools.pages.dev
Two things, every single time
- Tap your own name first. Whoever's name is showing is the name that gets saved, and it stays there from the last person who used it. On a certification record, who wrote something down is part of the evidence — so a reading logged under the wrong name is a real problem, not a typo.
- Nothing saves silently. Every tool tells you plainly when something saved and when it didn't. If you don't see it confirm, it didn't happen — don't tap it five more times, and don't assume. Tell Jeff what the screen said.