Present the volunteer workflow.
One event, start to finish.

Suggested narration

Proximatic brings the event, volunteer roles, confirmed assignments, and recorded attendance into one workflow. We’re using an isolated demo organization and test volunteers, with a prepared approval example and a completed event for reporting.

1. Open Standard event setup in the organizer’s session. Check the active organization and the Standard / Free label.
2. Explain which event will be created live and which examples were prepared. Keep the test organization’s name visible throughout.

Check before moving on: The audience understands the example data and the event you are about to create.

Suggested narration

Start with what volunteers need to know: what they’ll do, when to come, and how many people each role needs. A Standard event is free to publish without payment setup.

1. Enter the title, description, date, start and end times, and meeting point. Select Save Draft, then Preview to inspect the private event.
2. Select Customize roles and shifts. Edit the existing Volunteer role to Welcome Desk, turn off Unlimited volunteers, and set two spots. Add a Public / General Packing role with two spots. Keep both within the event’s time window.
3. Check that only those two roles remain. Save Changes, select Publish Now, and wait for the Live state. Open Public Page in the volunteer’s separate session.

Check before moving on: A public page shows two intentional roles, each with two available spots. A private Preview alone does not establish publication.

Suggested narration

Alex can see the role, time, and available places before committing. An account or an open event page does not yet put Alex on the roster.

1. In Alex’s separate session, open the published event and choose Welcome Desk. Sign in if needed; the account must have a verified email.
2. Review the role and time, then select Confirm Signup. Show You’re signed up! and reload once to verify the confirmation persisted.

Check before moving on: Alex has exactly one confirmed Welcome Desk assignment. Packing is still empty; do not select overlapping roles for the same volunteer.

Suggested narration

This separate, prepared event has a team-restricted role. Requesting access and holding a confirmed place are different states.

1. Use Jordan’s verified account, with no membership in the demo organization. In Approval Example, choose Packing — approval required, select Request to Join, then Apply to Join in the Membership Required dialog.
2. Show Approval Pending. A place is not reserved. In the organizer session, open Applications, reload, and check Jordan’s identity, requested role, time, and team before selecting Approve.
3. Reload Jordan’s public event page. Organization approval attempts signup for the saved role, but capacity, eligibility, or a conflicting shift can still prevent confirmation. Verify You’re signed up! for that exact role.

Check before moving on: Accepted membership alone is not a confirmed assignment. An existing organization member’s team request is a separate path: after team approval, return to the role and explicitly Confirm Signup.

Suggested narration

You can include instructions or an agreement link in the description. This workflow does not collect a required custom document, review an upload, capture a signature, or record acceptance of a versioned organization agreement. Membership approval controls access; check-in uses the fixed Proximatic Terms of Service.

1. If the organization requires a waiver, certification, background check, or document approval, record it as an unmet requirement.
2. An external review is an organizer’s process. Do not present it as a product-enforced prerequisite or treat membership approval as proof that a document was reviewed.

Check before moving on: The audience understands what approval does and which document requirements remain outside this workflow.

Suggested narration

The coordinator can see who is assigned, which role they chose, and where there is still space.

1. Reload the live event’s management page. In Roster, find Alex and confirm the Welcome Desk assignment and Assigned status.
2. Clear the search and open Schedule. If the preceding steps succeeded, Welcome Desk shows 1/2 and Packing 0/2. Check Jordan’s assignment separately in Approval Example.
3. Explain that roles and time blocks are planned in Draft; publication locks structural editing. Refresh between sessions to inspect persisted results.

Check before moving on: The person, role, and capacity agree across the public confirmation and organizer views. Keep the two events’ counts separate.

Suggested narration

The organizer chooses the role and action this code records. The volunteer only scans the current code; a signed-in scan is recorded immediately, and a new volunteer can complete a short email verification handoff first. QR attendance is self-reported; a forwarded or photographed code is not independent proof of physical presence.

1. Open Shift Kiosk in Standard mode. Select Check In and the Welcome Desk role/time. Alex scans a fresh code using the signed-in phone; the code already identifies the action and role, so attendance records immediately.
2. Wait for success, then reload the roster to show Checked In and the arrival time.
3. In the kiosk, select Check Out and verify the same role. Alex scans the new checkout code. In the signed-in rolling-code flow, a valid checkout claim proceeds automatically. Wait for success and reload the roster to show Checked Out.

Check before moving on: Verify both saved timestamps. Checkout requires prior check-in. Standard rolling codes last 90 seconds and are replaced after claim or expiry; each attendee needs a fresh code. Internet access is required.

Suggested narration

Recorded hours come from the arrival-to-departure interval. If someone stays through the scheduled end, Proximatic completes that departure for us; an early checkout keeps the actual time they left. The event summary appears after an event ends, so this second report uses our disclosed completed example.

1. In Alex’s session, open Your Reports in the demo organization, check the live event’s timestamps, and select Export PDF. A short rehearsal may round to 0.0 hours.
2. Switch to the organizer’s prepared Completed Example. Read Total Attendees, Total Shifts Filled, Recorded Hours, and any quick-review notes; download the CSV Report and check the file.
3. Explain that attendees are deduplicated by volunteer identity, while filled shifts count assignments. Open attendance is completed at the scheduled end, while an early checkout keeps the actual departure. The CSV is an attendee summary, not a full export of unarrived signups.

Check before moving on: The personal PDF and ended-event CSV match their on-screen records. Neither report is legal certification or guaranteed third-party proof. If an export fails, mark it as not demonstrated.

Suggested narration

Which upcoming event would be a useful first trial, and which step currently takes your coordinator the most follow-up?

1. Return to live event management and clear filters. Recap only the signup, approval, attendance, and exports actually observed.
2. Identify the next event and its coordinator. Record unmet requirements and any help needed, without promising unimplemented features or measured savings from this demonstration.

Check before moving on: Agree on an event to evaluate and the requirements that will determine whether the workflow fits.