Today: a Google Sheet with meeting rows and Drive links for the notes, plus a contact list in the same sheet. Reading takes three hops (open the sheet, find the row, open the link), writing takes an upload first, and every email — the invitation, the reminders, the "notes are up" — is written and sent by hand. The site puts each meeting on its own page with the Zoom link before and the recording and notes after, sends those emails itself, and shows up in everyone's own calendar.

The hand-done work today is the emailing. Each of these goes out automatically, to the members of the groups involved, from the group's own address:

When	What goes out	Who gets it
A meeting is scheduled	Invitation with date, topic, speaker and a calendar attachment (one click adds it to Outlook or Google Calendar); the Zoom link is in it for signed-in members	Members of that group (and of a second group if the meeting is shared)
A meeting is changed or cancelled	Update with the new time, and an updated calendar attachment	Same people
One week before	Reminder with the Zoom link	Same people
The morning of	Reminder with the Zoom link, "join" button	Same people
Notes or a recording are posted	"Notes from Tuesday's Plant Health meeting are up" with a link straight to the page, and the first few lines of the notes	Same people
Monday morning (optional)	One digest: this week's meetings across all groups, last week's notes	Everyone who turned it on

Each group lead can switch the reminders on or off and change the timing for their group. Each member chooses which groups' emails they receive. Nothing has to be remembered or typed; the lead schedules the meeting and the rest follows.

Nobody will type notes into a web page, so the page takes them the way they already exist:

• Paste. Copy from Word, an email or a Google Doc and paste. Headings, bullets and bold come through; the page cleans up the rest.
• Upload a Word file or PDF. Drag it onto the meeting page. The file is kept for download, and its text is shown on the page itself so readers do not have to open anything. PDFs show in a viewer right on the page.
• Zoom transcript. Upload the .vtt or .txt that Zoom produces and it is attached and searchable.

Everything that is pasted or uploaded is searchable, so "what did we decide about liverwort" finds the meeting.

1. Type your email. There is no password to invent or forget.
2. The site checks the member directory. If the address is on it, a one-time link is emailed. If it is not, nothing is sent and the screen says the same thing either way, so the directory cannot be guessed from the outside.
3. Click the link. It works once, for 15 minutes, on the device that opens it. That device then stays signed in for 30 days.
4. Sign out anywhere. "Sign out everywhere" on your own card ends every session, for a lost phone.

Why one login per person, not one per nursery

A shared nursery login cannot say who posted or who read, has to be reset for everyone when one person leaves, and breaks the link between the directory and who actually signs in. Because the sign-in is built into the site, there is no per-user fee: 100 members or 300 cost the same, nothing.

Optional later: sign in with Google or Microsoft

Nurseries on Microsoft 365 or Google Workspace could use their work account instead of the email link. Same directory rule applies: the address must be on the list.

Roles

Role	Can
Member	See everything, comment, edit their own card, subscribe to calendars
Group lead	Member rights plus: create meetings for their group, post Zoom and recording links, post and edit notes, attach files
Admin (two people, two nurseries)	Lead rights for every group plus: add and remove members, set roles, see the access log, restore a deleted item

Today's reference point: a Google Sheet shared as "anyone with the link can edit", holding the meeting rows, the Drive links to notes, and the contact details of 100+ people.

Question	The sheet today	SynRG Connect
Who can read it?	Anyone who has, or is forwarded, the link. No sign-in.	Only people on the member directory, after signing in with their own email.
Who can change it?	Anyone with the link, including by accident: a sort, a drag, an overwrite.	Leads edit their own group's meetings and notes; members edit their own card; nothing else.
Who sees everyone's phone and email?	Anyone with the link, and whoever they forward it to.	Signed-in members only; the directory is never on a public page.
Who sees the Zoom links?	Anyone with the link, so anyone can join or crash a meeting.	Signed-in members only, with Zoom's waiting room as the second gate.
Can we tell who changed what?	Version history shows "Anonymous" for link-only editors.	Every post, edit and sign-in is logged with the person and time.
Can a mistake be undone?	Version history, if someone notices in time and knows where to look.	Soft delete for 30 days, edit history on notes, nightly backups.
Can access be taken away?	Only by changing the link for everyone.	Remove one person from the directory and their access ends that minute.
Are the notes themselves protected?	Depends on each Drive file's own sharing setting; many are link-shared too.	Notes live inside the site, behind the same sign-in.

What the site does

• Members only. Every page except this sign-in screen needs a session. Search engines never see the content.
• Encrypted in transit and at rest. HTTPS everywhere; the database and file store are encrypted by the host.
• Nothing to steal in a password leak, because there are no passwords. Sign-in links expire and work once.
• Zoom links are gated too. They only show to signed-in members, and meetings should keep Zoom's waiting room or passcode on, so a forwarded link alone is not enough.
• Who did what. Every post, edit and sign-in is logged with the person and time. Admins can see it; nobody can edit it.
• Soft delete. Deleted notes and meetings are recoverable for 30 days.
• Backups. A nightly copy of the database and files lands in a separate storage bucket under a separate credential, so an account mistake cannot wipe both. Anyone can ask for the latest export.
• Rate limits. Sign-in requests are limited per address and per network, so the email link cannot be used to flood someone's inbox.
• Leaving is clean. Removing a person from the directory ends their sessions the same minute. Their posts stay, credited to them.
• The code is private and no secret lives in it. Keys are set on the host, never in the repository.

Risk	How likely	What we do about it
People do not use it, same as the sheet	High if it is just a prettier sheet	Notes are pasted or dropped in as a Word file or PDF and read on the page itself, no link to chase; the automatic invitations, reminders and "notes posted" emails bring people back without them having to remember the site
It depends on one person to keep it running	High today	Two admins from two nurseries; the code, the domain and the host account documented in one place; a second person taught to deploy
Notes contain one nursery's problems and get forwarded	Medium	Members-only, a stated group rule that notes stay in the group, and the access log; nothing technical stops a screenshot, so the rule matters
Sign-in emails land in spam	Medium at first	Send from the group's own domain with the proper email records (SPF, DKIM, DMARC) set on day one; members add the address to contacts
A look-alike phishing email asks members to "sign in"	Low	Links always go to the one domain; the sign-in page never asks for anything but an email; members are told this
Free tiers change	Low	Usage is a small fraction of the limits; the paid step is single dollars a month; the data exports as plain files at any time
Domain or host account lapses	Low but fatal	Domain on auto-renew with a group card, renewal reminders to both admins
Recordings fill the storage	Certain if stored here	Recordings stay in Zoom or Drive and are linked; the site stores notes, transcripts, decks and handouts
Someone posts the wrong thing or deletes by mistake	Medium	Soft delete with 30-day recovery, nightly backups, edit history on notes

Item	Cost	Notes
Hosting (Cloudflare Pages)	$0	Unlimited visits on the free plan
Database (Cloudflare D1)	$0	5 GB free; notes for every meeting for years is a few megabytes
File storage (Cloudflare R2)	$0 up to 10 GB	Then about $0.015 per GB per month; 100 GB ≈ $1.50
Email sending (Resend)	$0 up to 3,000 / month	With invitations, two reminders and a notes email per meeting, five meetings a month, and members receiving only their own groups' mail: roughly 1,500–2,500 a month, inside the free tier. If the group turns everything on for everyone it passes 3,000 and the next tier is $20 / month for 50,000
Domain name	≈ $12 / year	The only unavoidable cost. Needed to send email that is not flagged as spam
Zoom	Whatever the group pays now	Unchanged; the site only stores links
Total	≈ $12 / year	until the group outgrows the free tiers, which at this size it will not

Build effort by feature

Working sessions, not dollars: the group's cost is the time of whoever builds and maintains it.

Feature	Effort	Phase
Sign-in, directory, groups, meetings, Zoom and recording links, pasted notes	3–4 sessions	1 · launch
Word / PDF upload shown on the page, attachments, transcript upload	1–2	1
Automatic emails: invitation with calendar attachment, change notices, reminders (week before, morning of), "notes posted", per-group settings and per-member choices	2	1
Calendar subscription (.ics) for all groups and per group	1	1
Monday digest email	½	2
Search across notes and uploaded files	1	2
Sign in with Google / Microsoft	1	2
Comments and questions under notes	1	2
Zoom integration: create the meeting and fetch the recording link automatically	2	3
RSVP and attendance	1	3
Resource library with search	1	3
Spanish	1	3
Phone app feel (installable, works offline for reading)	½	3

• The member list from the sheet: name, nursery, email, phone, groups.
• A lead for each group, and two admins from two different nurseries.
• Who owns the Zoom account and the recordings, and where recordings will live.
• A domain name, on auto-renew, paid by the group.
• Agreement on the group rule: meeting notes stay inside the group.
• A decision on whether the topic planner and the pre-meeting tool (Common Ground) move in here later.

The same stack as Common Ground, which SynRG already used for the October meeting: a Nuxt site on Cloudflare Pages with a D1 database, files in R2, email through Resend. The code lives in a private repository; a second person is given access and shown the deploy step, which is one command. Everything exports as plain files, so if the group ever wants to move, it can.

Phase 1 is a working site for one group to trial for a month, then the rest join.