Rostering & event questions

Event creation, user management, signup pages, QR code signups, roles, shifts, Auto-Schedule, rosters, and attendance are free, with no credit card needed. The first AI-organized event each UTC month is included too.

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 until the end of the charge's UTC calendar month. The included free AI event does not add this paid-event bonus.

The first AI-organized event is free each UTC month. The next 8 events cost $2 each. Pro includes 30 AI-organized events plus event payments for $16/month. Additional AI-organized events cost $2 each.

Give a connected Proximatic organizer in ChatGPT or Codex your event notes, people or email list, shift ideas, teams, availability and supported rules. Review its plan before approving changes. 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.

The first AI-organized event each UTC month is free. Paid AI setup costs $2, charged to your saved card before the result is shown. Submit your brief in web Create to prepare and save the draft with its assignments, then review the saved roster. Undo can restore the last eligible staffing change; it keeps the event and shifts and does not refund AI usage. Connected external agents still require confirmation of the exact proposal. Publishing and sending messages remain separate actions.

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.

A connected organizer agent needs a verified owner or admin account in your organization. The ChatGPT and Codex plugin requires Proximatic Pro and is submitted for review; public directory publication is pending. Other external clients have not been verified.

You choose when to publish. Review the draft in Proximatic and select Publish when ready. A connected organizer needs your approval to publish. Each participant email also needs approval of the message and recipients. Billing and payment setup stay in the web app.

Yes. Choose Create an event to enter the details yourself. Events, roles, shifts, Auto-Schedule, rosters, and attendance without AI are free.

One credit sends one email to one assigned participant. Each paid $2 AI event includes 50 email credits for that event or series until the end of the charge's UTC calendar month. The included free AI event does not add this paid-event bonus. Your organization gets 1,000 email credits per paid billing period. Unused included credits expire when that period ends. Add 1,000 extra credits for $5 in Billing.

Yes. Owners and admins can choose Export Assigned People to download a CSV for the whole event or one shift, then use their own email system. Confirm the export before downloading names and email addresses.

Auto-Schedule is free. It assigns eligible, approved team members using availability and supported scheduling rules. A successful direct run replaces saved assignments immediately; review the generated assignments and any remaining gaps afterward. Manual edits autosave, and explicit web Organizer roster commands save their result automatically. Check Saved and the affected people; Undo restores and saves the last eligible Draft roster change without another generation or AI charge. Pending means a save is still outstanding. A blocked or unsuccessful run leaves the saved schedule unchanged; after an interrupted response, load the latest result to check what saved. Connected external agents retain exact proposal confirmation. Saving does not itself publish or send messages.

No. Proximatic works for event crews, clubs, tournaments, volunteer programs, classes, workshops, and community groups. It helps you plan shifts, manage signups, and track attendance. It is not payroll software or a full employee management system. For a race, use it to manage volunteers alongside your runner registration system.

Share your published event link. Anyone can read it without an account. For public Standard events with open, unrestricted shifts, people choose a shift, enter their name and email, and select Sign up. Their place is reserved immediately, with no participant account or email-confirmation step. The receipt email follows with a link to view or cancel the signup. Private, team-only and approval-required participation keeps its existing requirements; a pending request does not reserve a place.

Open the event kiosk, choose the role and Check In, and display it on a tablet. A volunteer with a confirmed place in that role scans with their phone. If the volunteer is signed in, their check-in is recorded at once. No second confirmation is needed. If they are signed out, they enter their email and the six-digit code sent to it; the same attendance action then resumes. Using the email code, volunteers can check in on event day without downloading an app or setting a password.

Yes. Create a reusable sign from Printed Attendance Signs on the event. Unlike the rolling kiosk code, a printed sign asks volunteers to choose check-in or checkout and an eligible role, then confirm. They sign in or create an account and verify their email as needed. Check-in also includes the displayed Proximatic terms checkbox. Choose a fixed-role sign or a whole-event sign to suit your entrance.

Yes. When creating a printed attendance sign, enable Allow walk-ins to join available roles for an open Standard event with unrestricted roles. Someone without a prior signup can then choose a place that has room and fits their schedule. They sign in or create an account, verify their email, and confirm attendance. Signs are for registered volunteers by default; rolling kiosk codes are for people already confirmed in the selected role.

For an early departure, switch the kiosk to Check Out and have the volunteer scan the new code, or use checkout on the printed-sign page. Hours start at check-in. If someone stays checked in, opening the roster or report after the shift or event ends closes attendance at the earlier scheduled end. Those hours use the scheduled finish rather than a departure scan. The completed event report includes recorded hours per volunteer.

Get paid for your events for $16/month per organization. Connect Stripe and accept event payments. 30 AI-organized events included per paid billing period. Your organization gets 1,000 email credits per paid billing period. Unused included credits expire when that period ends. Supported payment templates include paid tables and team donations, including Gala and Team Fundraiser.

Pro is $16/month and includes event payments plus 30 AI-organized events each month. Additional AI-organized events are $2 each.

Proximatic takes no transaction percentage from event payments or donations. Stripe processing fees still apply. Pro is the separate organization subscription for supported paid tables and team donations.

Volunteer QR check-in needs a connection at the moment of the scan. With a rolling kiosk code, a registered volunteer with a verified account who is signed in records the selected role and action immediately; a signed-out registered volunteer signs in or uses the six-digit email code before that action resumes. A reusable printed sign instead asks the volunteer to choose check-in or checkout and an eligible role, then confirm; sign-in and email verification are required as needed. Rolling kiosk codes require a confirmed registration in the selected role. Printed signs are for registered volunteers by default; an organizer can enable walk-ins for an open Standard event with unrestricted roles, available space and no overlapping assignment. Test Wi-Fi or mobile data at the entrance before the event. The current QR flow does not queue scans while a device is completely offline.

To accept event payments, enable Pro and get paid through an event by connecting your organization's Stripe account for payouts. Planning with AI uses a saved payment method in Billing, processed by Stripe; you do not need to open a Stripe account for AI or to purchase Pro. Event creation and scheduling without AI need no card.

Access is limited by organization membership and role. Proximatic does not sell volunteer data; required service providers process data only to operate the platform.

Yes. Load the published Standard event's volunteer roster online as a verified organization owner or admin. Eligible events prepare automatically on that device; the small Ready on this device badge confirms offline readiness. Use Check in or Check out on the right volunteer shift. Keep the event roster open after reconnecting so saved attendance updates automatically when Proximatic's server is reachable. Preparation, review and recovery are in Attendance settings.