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. Unused credits expire at the end of that UTC calendar month. Participants never pay for AI. Add a saved card before the first paid AI event; the included first event does not require one.

The first AI-organized event is free each calendar month. The next 8 events cost $2 each. Those 8 paid events add up to $16—the price of Pro. Upgrade to Pro and those charges cover your first Pro month, which includes 30 AI-organized events plus event payments. After the 30 included events, additional AI-organized events cost $2 each.

Pricing is not per participant or organizer. Technical limits still apply: one scheduling run supports up to 10,000 candidates and 2,000 shifts, subject to eligibility, availability, and rules. AI requests and the anonymous preview also have size and rate limits.

Give Proximatic your event notes, people or email list, shift ideas, teams, availability and supported rules. It prepares the setup and roster for your approval. Describe your event opens signup and AI setup in Create. 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. After that, a successful AI setup charges $2 to your saved card before the result is shown. If you reach the paid-event limit, choose Pro to continue. Failed or empty preparation is not charged. Review the result, then separately confirm to create the draft and assignments. Publishing is another action.

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.

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.

You choose. Review and confirm the draft and roster first. Proximatic can then propose publication, but it 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.

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. The included first AI event does not grant the paid-event email allowance. Recurring-series occurrences share one allowance. Your organization gets 1,000 email credits each paid Pro month. Unused credits expire when that paid billing period ends. One credit sends one email to one assigned participant. Included credits are used before purchased credits. Add 1,000 extra credits for $5; purchased credits carry forward. Every organization starts each UTC calendar month with 3 organizer-email credits. Legacy paid event activations retain the existing allowance of 3 credits per paid activation in that month, with a 3-credit minimum. Verification and password-reset emails do not use this allowance.

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. A blocked or unsuccessful run leaves the saved schedule unchanged. AI setup and AI schedule proposals have a separate review-and-apply step.

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. Volunteers choose an available role, then sign in or create an account with Google or their name, email, and password. After email verification, they return to the event to review the role and select Confirm Signup. If approval is required, follow the request on the page; 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, accept event payments, and keep the money after Stripe's standard processing fees. Proximatic takes $0 from your payments. 30 AI-organized events included each paid month. The first 8 paid AI events in a calendar month add up to $16—the price of Pro. Those charges cover your first Pro month when you upgrade. Your organization gets 1,000 email credits each paid Pro month. Unused credits expire when that paid billing period ends. Use the supported payment templates for paid tables and team donations, including Gala and Team Fundraiser.

Pro renews monthly on your organization's subscription billing date, not at the start of the UTC calendar month. Billing shows the renewal or end date. Pro includes 30 AI-organized events in each paid subscription period. The first 8 paid AI events in a calendar month add up to $16—the price of Pro. Those charges cover your first Pro month when you upgrade.

The organization owner manages Pro in Billing. Cancel renewal to keep access through the paid-through date shown there. If renewal fails, Pro access ends on that date. After that, you must complete payment to accept new event payments. Events with a valid activation paid for under the old pricing can still accept payments. Confirmed payment restores the covered subscription period. Core event tools and AI task allowances remain separate.

Pro is $16/month and includes event payments plus 30 AI-organized events each paid month. The first 8 paid AI events in a calendar month add up to $16—the price of Pro. Those charges cover your first Pro month when you upgrade. After the included events, additional AI-organized events are $2 each.

Previously paid event activations remain valid for those events. New payment-enabled events use Pro instead of a per-event activation fee. Existing payments and reservations are not converted into new subscriptions.

Proximatic takes $0 from your event payments. Stripe's standard processing fees still apply. The Pro subscription and extra email credit purchases are separate from those processing fees.

Check-in needs a connection at the moment of the scan. The signed rolling QR verifies the event and updates the roster immediately; a signed-in volunteer scans once, with no second confirmation. Put the kiosk or entrance device where Wi-Fi or mobile data is strongest and test it before the event. The current flow does not queue scans while a device is completely offline, so connection belongs on the event-day setup checklist.

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.