Scheduling a multi-day event by hand? Check each person’s workload

When you assign shifts manually for a multi-day event, a reasonable day can hide a heavy commitment across the whole event. Open Workload in Proximatic’s scheduler and choose Whole series to see each worker’s accumulated scheduled hours. Expand their name to see which days and shifts make up that total, then open the shift that needs another look.

Proximatic’s Auto-Schedule uses availability and your scheduling rules to build a roster. If you build or adjust the roster by hand, Workload gives you a practical check: have you kept giving the same person another shift?

The purpose is to help you avoid overworking your crew. Review the full commitment with the worker before you publish. A total is a starting point for that conversation; the responsibilities, breaks, availability and commitment they agreed to still matter.

Watch the multi-day Workload walkthrough

The walkthrough follows River Park Festival across Friday, Saturday and Sunday. It opens Workload, switches to Whole series, reviews Alex’s three days, and opens Sunday’s Teardown shift.

One day can look manageable

You are manually assigning the festival’s Saturday shifts. Alex has Signup desk, 10:00 AM–2:00 PM, while Blair has Teardown, 2:00–4:00 PM. Saturday alone shows Alex with four hours and Blair with two.

That view answers a useful question about Saturday. To review the three-day commitment, choose Whole series. The festival’s dates belong to the same event series, so this scope includes Friday and Sunday too.

Check the whole event before adding another shift

These are the five assignments across the festival. All times are in America/New_York, the event’s time zone.

Alex has 8 scheduled hours across all 3 days: 2 + 4 + 2. Blair has 4 hours across 2 days: 2 + 2. If you were about to give Alex another Sunday shift, you now have the whole commitment in front of you.

Review those eight hours with Alex. Check whether the three-day commitment fits what Alex agreed to, whether the jobs are demanding, and whether the plan gives them appropriate breaks. Decide whether to keep the assignment, shorten a shift, or share the work with someone else.

Go from a total to the shift you need to review

1. Open a festival date in the scheduler and choose Workload.
2. Choose Whole series to include all the dates in that event series.
3. Compare the scheduled hours. Expand a name to review their scheduled dates and inspect the roles, full start and end times, durations and response states.
4. Choose Open shift beside the specific commitment you want to review. Its shift editor opens, including when that shift is on another day of the series.

Expanding Alex shows Friday’s Set up, Saturday’s Signup desk and Sunday’s Teardown. The total tells you how much Alex has taken on; the dates and jobs show where you can adjust the plan.

Read the response states too: a scheduled assignment can still be awaiting a reply. After making manual changes, use Refresh roster to review the current commitments again. Workload provides the review; you make the scheduling decision.

Publish a commitment your crew can manage

Do this check across the whole multi-day event before you publish, especially after adding or moving shifts by hand. Review heavy commitments with the people taking them on and adjust the roster where needed.

Scheduled time measures the assignments on the plan. For the hours someone actually attended, use check-in and check-out or an attendance hours log. For the wider decision about sharing work across availability and responsibilities, see the fair volunteer scheduling guide.

Check the whole event. Review the heavy commitments. Publish when your crew’s workload is manageable.