AI rostering & shift scheduling
Describe the event. Get a staffed roster.
Tell Proximatic what you’re running. It turns your details into an event, shifts, and a staffed roster.
What is Proximatic?
Proximatic turns an event brief into a working event and roster, with signups and attendance connected. It works for event crews, clubs, tournaments, volunteer programs, classes, workshops, and community groups.
The first AI-organized event is free each UTC month. Then pay $2 per event for up to 8 more; upgrade to Pro for 30 included AI-organized events. Non-AI event tools remain free. Pricing and limits.
In the web app, Create starts with an event brief. Proximatic uses people already set up in your organization; it does not import a people list from that box. See the agent flow and web setup options.
| Capability | What to expect |
|---|---|
| One message | Paste the event details, people or email list, shift ideas, teams, available times and supported rules into Proximatic. |
| People and teams | The agent prepares imports, team membership and the availability you supply. You approve changes; new invitees must accept and verify their email before they can be scheduled. |
| Event and roster | Create one Standard event with shifts. Schedule approved, eligible people who are available for the full shift, then review assignments and open spots. |
| Publication and email | Approve publication when the draft is ready. Review each message and its assigned recipients before sending with existing email credits. |
| Attendance | Create or revoke attendance signs and read recorded attendance. Participants still choose their role and complete their own signup and attendance steps. |
| Event payments | Get paid for your events for $16/month per organization. Proximatic takes $0 from your event payments; Stripe's standard processing fees still apply. Billing and payment setup stay in the web app. Gala tables and Team Fundraiser donations use the separate payment templates; AI setup creates Standard events. |
How rostering works
- Does Proximatic create shifts, assign people, or both?
Both. Proximatic can use one message to prepare people and teams, record supplied availability, create a Standard event and shifts, and schedule eligible people. Review the draft, then approve publishing or email when ready. It never invents people or their availability.
- What information do organizers and participants supply?
Include the event date, time zone, place, people or emails, shift ideas, teams and known availability in one message to your connected agent. It can prepare those details for approval. People still need approved team membership and availability for the full shift to be assigned. New invitees must accept and verify their email. AI does not recruit people or make up available times.
- Which scheduling and relationship rules are supported?
Choose which teams can fill each shift. Set staffing rules with numbers or percentages. AI proposals can limit each person’s total hours for the event. AVOID rules keep two people off the same shift. They do not keep them off separate shifts at the same time. Rules are requirements, not preferences.
- Does it preserve existing assignments?
Only when an AI schedule proposal explicitly locks them. Otherwise existing assignments are hints and may change. Direct Auto-Schedule replaces saved assignments immediately on success. Recorded attendance or table reservations block replacement.
- What happens when coverage is incomplete?
Review open places, availability, team eligibility, and active rules. Change those inputs or add eligible people, then run it again. The scheduler tries to fill every place, but it does not promise full coverage or equal workloads. The results show what happened, not why each person was chosen.
- What is reviewed before saving, applying, publishing, or sending?
Your agent shows proposed changes before applying them. AI setup saves a private plan and schedule; complete any required billing in the web app before viewing it. Review and confirm the draft and assignments, then separately approve publication or each participant email. Direct Auto-Schedule on an existing draft still saves immediately on success.
- What does AI cost, including recurring events?
The first AI-organized event is free each UTC month. Then pay $2 per event for up to 8 more; upgrade to Pro for 30 included AI-organized events. Each paid $2 AI event includes 50 email credits for that event or series. Unused credits expire at the end of that UTC calendar month. Core tools without AI are free; participants never pay for AI. Pro is separate: Get paid for your events for $16/month per organization. Connect Stripe, accept event payments, and keep the money after Stripe's standard processing fees. Proximatic takes $0 from your payments. Your organization gets 1,000 email credits each paid Pro month. Unused credits expire when that paid billing period ends. Extra email credit purchases are separate.
- Can I use any AI client, and what still needs a person?
Proximatic must be connected and signed in to your organization as an owner or admin. Public setup for external AI clients is not yet verified. The authenticated agent can manage the supported organizer flow, but it cannot sign up or check in as a participant. Billing, payment setup and pending-application approval stay in the web app. QR attendance remains tied to each participant's identity and consent.
See the inputs and the roster.
The pantry example uses made-up people in Proximatic. Read the inputs and results before trying your own event.
See it in action