Your event. Automatic.
AI shift scheduling for event crews and volunteers.
Let volunteers choose their shifts or build your schedule with AI. No subscription required. Get started free today.
Your first AI event is free. No signup needed.
Have your people in Proximatic already? Build my roster
See the description → roster
Enter your description.
Describe the jobs and times. Proximatic builds the roster around your team’s availability.
Example event description
“A festival at Riverside Park this Saturday, 10 am–4 pm. We need 2 people on welcome from 10–12, 2 on food from 12–2, and 2 on cleanup from 3–4.”
Your event. Your people.
See your roster.
Riverside Festival
Saturday · 10 am–4 pm
Riverside Park
Welcome
10 am–noon
MayaAlexFood
Noon–2 pm
JordanCaseyCleanup
3–4 pm
SamTaylor
3 shifts · 6 assigned places · Ready to review
Riverside Festival: 3 shifts and 6 assigned places in this example.
Help from the first description
What is AI rostering?
AI rostering turns an event description into roles, timed shifts, and assignments. Proximatic helps build your roster using your people, their availability, and scheduling rules. See who is doing what, when they’re needed, and which places are still open. Review the roster, then publish when you’re ready.
Let volunteers choose their own shifts
Create the shifts, share one link, and let volunteers claim a place. Each signup goes straight onto your roster.
See how free volunteer signup worksYour people. We’ll help with the plan.
Already have a team? Proximatic uses their availability to build your roster. Need to add people? Use Add people in Create and return to your description.
Still planning? Preview roles and shifts without signing up. Sign in to claim your event draft, then add people and availability to build its roster.
With a connected organizer agent, you can include your people, emails, and available times in the same prompt.
See how to add your peopleTell us what needs doing.
For a community lunch, you might need volunteers welcoming guests at 10, serving food at noon and cleaning up at 3. Describe those jobs, times and how many people you need. Proximatic builds the shifts and matches your available crew to the work.
See the whole event at a glance: roles, times, names, and any places that still need someone.
Explore availability and rulesAI rostering help for your next event.
Volunteer rosters
Build food pantry, cleanup, and community event shifts around when volunteers can help.
See how an open dinner place is filledEvent crew schedules
Give welcome, food, setup, and pack-down teams a clear place and time in your event schedule.
Event setup with AIClub & tournament teams
Coordinate race volunteers, club events, classes, and workshops with roles and staffing requirements.
Race volunteer schedulingFrom description to event day
A roster you can actually run.
Open the draft, review assignments, then publish when you’re ready. Signups and attendance stay with your event. Explore two weeks of pantry shifts and see how changing availability changes coverage.
Explore the full roster Follow a pantry roster from the first brief to coverage review
What should an AI volunteer scheduler help you check?
Start with your event's work, then check that the tool can turn it into commitments your team can keep.
- Who chooses the shift? Assign your existing team, or use public signup when people should choose their own places.
- Can the person cover the whole time? Match the job to approved people and their stated availability, including the briefing.
- Does the team mix fit? Use supported rules for the staffing requirements each shift needs.
- What still needs someone? Review open places and each person's workload before publishing.
- Can you run event day from the same roster? Keep signup, assignments and attendance connected.
- Which starting route suits you? Follow event setup, direct Auto-Schedule or the connected organizer guide. Compare plans when choosing your workflow.
AI rostering, explained.
Can nonprofits, schools, churches and companies use it?
Yes. A nonprofit can staff pantry shifts, a school or PTA can cover carnival booths, a church can organize a community meal, and a company can schedule its volunteer cleanup crew. Prepare your own people, approve their teams and collect when they can help.
See the volunteer event workflowHow many volunteers can my organization have?
There is no plan-based volunteer cap or per-volunteer charge. Imports and scheduling runs have size limits, so check your setup with us when planning a very large team or event.
Ask about your event setupWhat should I put in an AI rostering prompt?
Describe the event, date, times, location, jobs, and how many people each job needs. Include any shift times or staffing requirements you already know. Proximatic turns the description into roles and shifts, then schedules eligible people using their saved availability.
See the event setup guideCan I include people in my prompt?
A connected organizer agent can take names, emails, teams, and available times in the same message and prepare those people for your organization. In web Create, Add people lets you set up your people and return to your description. New invitees accept and verify their email before they can be scheduled.
See how to add your peopleDoes AI rostering create shifts and assign people?
Yes. Proximatic creates an event with roles and shifts, then assigns eligible people from your organization using availability and scheduling rules. Your draft shows the assignments and any open places together.
Explore the roster walkthroughDoes the AI roster use availability and scheduling rules?
Yes. Each person must be available for the whole shift and eligible for the role. Avery, approved for the Welcome team and available 9am–noon, can cover Welcome from 10am–noon. Someone available only from 11am cannot cover that whole shift. Matching also checks capacity, overlapping assignments and supported rules. Set the teams and staffing mix each shift needs; AI schedule proposals can also limit total hours or keep two people off the same shift.
Explore scheduling rulesWhat if there aren’t enough available people?
Open places stay visible in the roster. You can adjust shift times, update availability, or add people, then schedule again.
See how coverage changesCan I change the roster after it is created?
Yes. Edit assignments or find cover when someone cancels. Review the updated roster before publishing, and use Undo if you need to reverse your latest draft roster change.
See how to update a scheduleDoes creating an AI roster publish my event?
Create saves the roster and opens your event draft. You can check roles, shift times, assignments, and open places before publishing.
Follow description to draftDo I need a separate AI app to build my roster?
No. Use Proximatic’s web Create screen to describe your event and build the roster. Sign in as an owner or admin for your organization. Signups and attendance stay connected to the same event.
Start in ProximaticPlan your next event.
Start with the jobs and times.