Volunteer shift scheduling · food pantry example
20 volunteers.
Three roster outcomes.
A two-week pantry roster, an availability gap, and a revised plan. Inspect the inputs, saved assignments, and coverage in each case.
14 days
one multi-day event
42 shifts
breakfast · lunch · dinner
20 people
approved volunteer pool
The problem this solves
The same work. Different availability.
The pantry already knows the work: three meal-service windows, every day, for the next two weeks. The hard part is fitting real people into it without double-booking anyone or ignoring the times they said they could help.
These saved results use direct Auto-Schedule on a prepared draft. The people and pantry are fictional; the rosters and screenshots come from the running product. For the plain-English setup path, see AI event setup.
One pantry. Three saved rosters.
20 approved volunteers, 14 days, 42 shifts, and 126 places. Availability on file determines who can work each shift. Compare full coverage with a gap, then see what changes when one person extends their availability.
ProximaticEvent briefStaff breakfast (7–10am), lunch (11am–2pm), and dinner (4–7pm) every day from October 5–18, 2026. Each shift needs three approved Meal Service volunteers whose availability covers the whole shift. Use at most one new member per shift.
October 5–18, 2026 · America/New_York. This is one multi-day event, not a recurring series. The brief describes the inputs; this example does not claim that an AI conversation created them.
Inspect the people, availability, and rule
All 20 people have approved Meal Service membership. Ten are available on weekdays, five on weekends, and five every day. Their normal windows run from 7am to 7pm. Each three-hour shift needs availability for its entire duration.
- Organizer’s rule
- “Use at most one new member per shift.”
- Structured meaning
MAX_COUNT · isNewbie · 1, active for Meal Service shifts.- Who counts as new?
- Members added within the last 90 days. Malik, Sofia, Owen, and June are new in this fixture; the other 16 are not.
- Effect on the roster
- Every saved shift has at most one of those four people. The gap and revision keep this rule unchanged.
| Person | Available 7am–7pm | New member |
|---|---|---|
| Avery Chen | weekdays | No |
| Jordan Lee | weekdays | No |
| Sam Rivera | weekdays | No |
| Maya Patel | weekdays | No |
| Luis Garcia | weekdays | No |
| Riley Brooks | weekdays | No |
| Noah Wilson | weekdays | No |
| Priya Shah | weekdays | No |
| Theo Martin | weekdays | No |
| Grace Kim | weekdays | No |
| Marcus Hill | weekends | No |
| Elena Cruz | weekends | No |
| Ben Carter | weekends | No |
| Ivy Nguyen | weekends | No |
| Drew Cooper | weekends | No |
| Nora Bennett | every day | No |
| Malik Johnson | every day | Yes |
| Sofia Reyes | every day | Yes |
| Owen Price | every day | Yes |
| June Walker | every day | Yes |
1. Normal coverage
Ten people are available on weekdays, five on weekends, and five every day, from 7am–7pm. All 20 have approved Meal Service membership.
- saved assignments
- 126
- distinct people assigned
- 6
- fully staffed shifts
- 42 / 42
- unfilled places
- 0
October 5 dinner, 4–7pm: Theo Martin, Grace Kim, Nora Bennett. All three places are filled.
Normal coverage — saved scheduler
Inspect all 42 shifts and each person’s workload
Workloads range from 1 to 42 assignments among the 6 people used. Across the entire 20-person pool, the range is 0–42. Full coverage does not mean equal workloads.
| Shift | Assigned people | Filled |
|---|---|---|
| Oct 5 · Breakfast7:00 AM–10:00 AM | Grace Kim, Nora Bennett, Malik Johnson | 3/3 |
| Oct 5 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 5 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 6 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 6 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 6 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 7 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 7 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 7 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 8 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 8 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 8 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 9 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 9 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 9 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 10 · Breakfast7:00 AM–10:00 AM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 10 · Lunch11:00 AM–2:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 10 · Dinner4:00 PM–7:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 11 · Breakfast7:00 AM–10:00 AM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 11 · Lunch11:00 AM–2:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 11 · Dinner4:00 PM–7:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 12 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 12 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 12 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 13 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 13 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 13 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 14 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 14 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 14 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 15 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 15 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 15 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 16 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 16 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 16 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 17 · Breakfast7:00 AM–10:00 AM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 17 · Lunch11:00 AM–2:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 17 · Dinner4:00 PM–7:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 18 · Breakfast7:00 AM–10:00 AM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 18 · Lunch11:00 AM–2:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 18 · Dinner4:00 PM–7:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Person | Assignments | Scheduled hours |
|---|---|---|
| Avery Chen | 0 | 0 |
| Jordan Lee | 0 | 0 |
| Sam Rivera | 0 | 0 |
| Maya Patel | 0 | 0 |
| Luis Garcia | 0 | 0 |
| Riley Brooks | 0 | 0 |
| Noah Wilson | 0 | 0 |
| Priya Shah | 0 | 0 |
| Theo Martin | 29 | 87 |
| Grace Kim | 30 | 90 |
| Marcus Hill | 0 | 0 |
| Elena Cruz | 0 | 0 |
| Ben Carter | 0 | 0 |
| Ivy Nguyen | 12 | 36 |
| Drew Cooper | 12 | 36 |
| Nora Bennett | 42 | 126 |
| Malik Johnson | 1 | 3 |
| Sofia Reyes | 0 | 0 |
| Owen Price | 0 | 0 |
| June Walker | 0 | 0 |
Scheduled hours are planned work, not recorded attendance. This run checks availability, approved team membership, capacity, non-overlap, and the active new-member rule. It does not establish a balanced workload or a guaranteed best roster.
2. One place left open
For October 5 only, all available volunteers except Avery and Jordan finish at 4pm. Dinner still needs three people, but only two have availability for the whole shift.
- saved assignments
- 125
- distinct people assigned
- 8
- fully staffed shifts
- 41 / 42
- unfilled places
- 1
October 5 dinner, 4–7pm: Avery Chen, Jordan Lee. One place remains open.
The saved result leaves that place open rather than assigning someone outside their availability. This reports the observed gap; it is not a general explanation of every scheduling conflict.
One place left open — saved scheduler
Inspect all 42 shifts and each person’s workload
Workloads range from 1 to 41 assignments among the 8 people used. Across the entire 20-person pool, the range is 0–41. Full coverage does not mean equal workloads.
| Shift | Assigned people | Filled |
|---|---|---|
| Oct 5 · Breakfast7:00 AM–10:00 AM | Grace Kim, Nora Bennett, Malik Johnson | 3/3 |
| Oct 5 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 5 · Dinner4:00 PM–7:00 PM | Avery Chen, Jordan Lee | 2/3 |
| Oct 6 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 6 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 6 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 7 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 7 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 7 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 8 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 8 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 8 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 9 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 9 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 9 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 10 · Breakfast7:00 AM–10:00 AM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 10 · Lunch11:00 AM–2:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 10 · Dinner4:00 PM–7:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 11 · Breakfast7:00 AM–10:00 AM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 11 · Lunch11:00 AM–2:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 11 · Dinner4:00 PM–7:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 12 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 12 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 12 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 13 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 13 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 13 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 14 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 14 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 14 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 15 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 15 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 15 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 16 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 16 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 16 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 17 · Breakfast7:00 AM–10:00 AM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 17 · Lunch11:00 AM–2:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 17 · Dinner4:00 PM–7:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 18 · Breakfast7:00 AM–10:00 AM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 18 · Lunch11:00 AM–2:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 18 · Dinner4:00 PM–7:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Person | Assignments | Scheduled hours |
|---|---|---|
| Avery Chen | 1 | 3 |
| Jordan Lee | 1 | 3 |
| Sam Rivera | 0 | 0 |
| Maya Patel | 0 | 0 |
| Luis Garcia | 0 | 0 |
| Riley Brooks | 0 | 0 |
| Noah Wilson | 0 | 0 |
| Priya Shah | 0 | 0 |
| Theo Martin | 28 | 84 |
| Grace Kim | 29 | 87 |
| Marcus Hill | 0 | 0 |
| Elena Cruz | 0 | 0 |
| Ben Carter | 0 | 0 |
| Ivy Nguyen | 12 | 36 |
| Drew Cooper | 12 | 36 |
| Nora Bennett | 41 | 123 |
| Malik Johnson | 1 | 3 |
| Sofia Reyes | 0 | 0 |
| Owen Price | 0 | 0 |
| June Walker | 0 | 0 |
Scheduled hours are planned work, not recorded attendance. This run checks availability, approved team membership, capacity, non-overlap, and the active new-member rule. It does not establish a balanced workload or a guaranteed best roster.
3. Availability revised
Sam extends October 5 availability from 4pm to 7pm. No shifts, team memberships, or rules change. Run Auto-Schedule again with that updated input.
- saved assignments
- 126
- distinct people assigned
- 9
- fully staffed shifts
- 42 / 42
- unfilled places
- 0
October 5 dinner, 4–7pm: Avery Chen, Jordan Lee, Sam Rivera. All three places are filled.
Availability revised — saved scheduler
Inspect all 42 shifts and each person’s workload
Workloads range from 1 to 41 assignments among the 9 people used. Across the entire 20-person pool, the range is 0–41. Full coverage does not mean equal workloads.
| Shift | Assigned people | Filled |
|---|---|---|
| Oct 5 · Breakfast7:00 AM–10:00 AM | Grace Kim, Nora Bennett, Malik Johnson | 3/3 |
| Oct 5 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 5 · Dinner4:00 PM–7:00 PM | Avery Chen, Jordan Lee, Sam Rivera | 3/3 |
| Oct 6 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 6 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 6 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 7 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 7 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 7 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 8 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 8 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 8 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 9 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 9 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 9 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 10 · Breakfast7:00 AM–10:00 AM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 10 · Lunch11:00 AM–2:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 10 · Dinner4:00 PM–7:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 11 · Breakfast7:00 AM–10:00 AM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 11 · Lunch11:00 AM–2:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 11 · Dinner4:00 PM–7:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 12 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 12 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 12 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 13 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 13 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 13 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 14 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 14 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 14 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 15 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 15 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 15 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 16 · Breakfast7:00 AM–10:00 AM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 16 · Lunch11:00 AM–2:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 16 · Dinner4:00 PM–7:00 PM | Theo Martin, Grace Kim, Nora Bennett | 3/3 |
| Oct 17 · Breakfast7:00 AM–10:00 AM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 17 · Lunch11:00 AM–2:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 17 · Dinner4:00 PM–7:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 18 · Breakfast7:00 AM–10:00 AM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 18 · Lunch11:00 AM–2:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Oct 18 · Dinner4:00 PM–7:00 PM | Ivy Nguyen, Drew Cooper, Nora Bennett | 3/3 |
| Person | Assignments | Scheduled hours |
|---|---|---|
| Avery Chen | 1 | 3 |
| Jordan Lee | 1 | 3 |
| Sam Rivera | 1 | 3 |
| Maya Patel | 0 | 0 |
| Luis Garcia | 0 | 0 |
| Riley Brooks | 0 | 0 |
| Noah Wilson | 0 | 0 |
| Priya Shah | 0 | 0 |
| Theo Martin | 28 | 84 |
| Grace Kim | 29 | 87 |
| Marcus Hill | 0 | 0 |
| Elena Cruz | 0 | 0 |
| Ben Carter | 0 | 0 |
| Ivy Nguyen | 12 | 36 |
| Drew Cooper | 12 | 36 |
| Nora Bennett | 41 | 123 |
| Malik Johnson | 1 | 3 |
| Sofia Reyes | 0 | 0 |
| Owen Price | 0 | 0 |
| June Walker | 0 | 0 |
Scheduled hours are planned work, not recorded attendance. This run checks availability, approved team membership, capacity, non-overlap, and the active new-member rule. It does not establish a balanced workload or a guaranteed best roster.
Each run replaces the saved assignments immediately. Re-running can change other placements as well as the affected dinner shift. The organizer still needs to review coverage and workloads before publishing.
Captured Sep 27, 2026 using fictional records in a disposable local database. These are saved results, not a live scheduler. No account is needed to inspect them.
The important bit
Repeat shifts are fine. Guessing is not.
One volunteer can cover breakfast on Monday, lunch on Wednesday, and dinner the following Friday—provided those shifts are inside the availability they gave you and the times do not overlap.
Availability is checked for every assignment. A shift that falls outside the person’s declared window is not a valid placement, even if the person would otherwise be a good fit.
Non-overlapping shifts can repeat. The schedule is allowed to use the people who have the time to help more than once.
How the coordinator gets there
From empty schedule to ready-to-share roster.
The button is the quick part. The useful part is the whole handoff around it.
Create the event and add the shifts the pantry actually needs: breakfast, lunch, and dinner, each day.
Connect the approved volunteers who have told you when they can help. That availability is the guardrail.
Auto-Schedule uses the prepared pool, availability, and rules. A successful run immediately replaces the event’s saved assignments; there is no separate Apply step.
The coordinator still owns the roster. Review the saved draft, make any final changes, and publish when it looks right.
When you use Proximatic
The saved draft stays yours to review.
Auto-Schedule runs on the draft event you have open. A successful run immediately replaces its saved assignments, including manual placements. Review the saved roster and workloads before publishing. Publication is a separate action; it is not the point at which these assignments are saved.
Have a real event to staff?
Create an event and add your people, shifts, and availability. Direct Auto-Schedule is free. See pricing for AI setup and other paid features.