Free Theater Volunteer Scheduling Software

Fill your usher and front-of-house shifts by letting volunteers choose when they can help. Proximatic adds each booking to your roster, sends the volunteer's confirmation and updates the places left. You can see whether you still need a door usher or someone for concessions.

Scheduling, shift signups and attendance are free. No subscription or per-volunteer fees.

Plan your theater event for free. Describe the performance and review the jobs and shifts Proximatic builds. Your first AI-organized event each month is included.

Build the schedule around the whole evening

Curtain time is only part of an usher's commitment. Briefing, preparation, late seating and audience exit need people too.

Suppose you're staffing a Saturday performance on November 14, 2026, with curtain at 7:30pm. The house manager has agreed these hours, all in New York time:

That's seven people: one house manager and six helpers. The two ticket takers move to concessions at intermission and handle their agreed returns after the show. The four door ushers stay on their assigned doors through late seating and intermission, then help with audience exit.

Describe those jobs and hours in Proximatic and review the plan it builds. Keep the post changes in the shift instructions, so the person taking a place sees the whole commitment.

See the event description used for this plan or open the plan at full size.

Choose Claim this event to save the plan in your Proximatic account. You can then schedule your regular crew and open the remaining places for signup.

Let helpers fill the open places

Keep the House manager shift for your approved house-manager team and leave the six helper places open for public signup.

Auto-Schedule assigns your regular crew using their availability and approved roles, without double-booking them. You review who is assigned and share the places still open.

Publish the event with its meeting point and instructions, then share one signup link. Helpers see the jobs, hours and places available, and reserve a shift with their name and email. Proximatic puts them on the roster and sends a confirmation with a link to manage their booking.

With the house manager, four door ushers and one ticket taker booked, you have six of the seven people you need. The signup page shows one Ticket takers / concessions place left from 6–10:15pm. Another helper takes it, their booking is confirmed, and you have the full crew for the evening.

At intermission, those same six helpers cover four doors and two concessions places. You don't need two more volunteers just because the ticket takers have moved posts. The full duty plan shows how their work changes through the performance.

Replace the whole commitment if someone cancels

If one of those ticket takers cancels, you're also losing their help at intermission and after the show. A replacement needs the full 6–10:15pm shift and its duties.

Volunteers can manage their booking from the confirmation email. Canceling a future shift reopens that place on the signup page for another helper to take.

To fill it from your regular crew, Find cover shows people who can do the job and are available for all its hours. Ask a suitable person to take the shift; when they agree, add them to it. You're back to seven, with all four door ushers still in place and the ticket-taking, concessions and returns covered together.

Know who has arrived for the performance

At briefing, check your helpers in against the same roster. You can see who has arrived before the house manager assigns the door posts and ticket-taking work. Check people out as they leave and review their volunteer hours afterward.

For another performance, reuse the jobs and shifts for the new date, then schedule that evening's crew.

Start planning your theater event for free, or explore the full set of free volunteer scheduling tools.