AI event setup · For organizers
Prepare your team, then review the roster.
Turn event notes into volunteer roles, shifts and a roster in Proximatic or with a connected organizer. Prepare people and availability, then review before publishing.
Your event roster
Choose how to start
Web Create uses an event brief and people already prepared in your organization. It saves and opens the unpublished draft for review.
A connected ChatGPT or Codex agent can work from event notes, a people list and supplied availability in one message. You review and approve its proposed changes.
Starting without your team yet? Try an event plan to prepare roles and shifts. Claiming it saves an unassigned draft; add people and availability before building its roster.
Start with the work and its hours
In Try an event plan, a short brief can be enough: “check-in Saturday 10am to noon, setup at 9”. A plan for that brief proposed two setup places from 9–10am and two check-in places from 10am–noon. Check-in opens at 10, but the crew starts an hour earlier.
Review the number of places as well as the times. If one person can set up your desk, change Setup Crew from two places to one and keep the check-in shift as it is. The preview gives you a starting plan to adjust before you bring people into it.
In the web app: prepare people, then build.
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.
- Add your people. Before submitting your brief, choose Add people to open Add Members. Paste an email list or choose a CSV, select Preview Import, review it, then choose Save Import. Choose Return to event setup to continue editing your preserved brief.
- Check team approval and availability. Use Volunteer teams to approve eligible team membership. Each person can record availability on their profile; it must cover the whole shift. Importing alone does not approve team membership or record availability.
- Describe the event. In Create, enter the date, times, place, roles and number of people needed.
- Build and review the draft. Submit the brief. Any required charge is resolved before the roster is shown. Proximatic automatically saves and opens an unpublished draft with the shifts and assignments for you to review. Check Saved and the affected people. Undo restores the last eligible staffing change and saves the restoration; it keeps the event, shifts and brief. Reloading recovers the saved result without creating another event. Check assignments and open places. Publishing and email sends are separate actions.
If no eligible people can be assigned, preparation stops before creating the draft. Send pending invitations from Admin; invitees must accept and verify their email before scheduling.
With a connected ChatGPT or Codex agent
The plugin requires Proximatic Pro and a verified organization owner or admin. Public directory publication is pending. If you already have access, follow the ChatGPT and Codex plugin guide.
Messy notes are fine. Give the agent the facts you know and call out anything that still needs an answer.
- The event name, date, time zone, hours and place.
- People or email addresses, including a pasted list or CSV text.
- Jobs, shift ideas and how many people each needs.
- Teams and the times people have said they can work.
- Any supported rules, such as a total-hours limit or keeping two people off the same shift.
Availability must come from you or the participant. The agent prepares imports, team changes and supplied availability for review and approval.
Connected agent workflow
Connected agent: from message to roster
Send the details, review the proposed changes, then approve the draft. Publishing and each email send need their own approval.
Open the event in Proximatic as you plan to check the roles, shifts and people together.
Send your event notes to the connected Proximatic agent. Include the date, time zone, place, people or email list, shift ideas, teams, available times and supported rules. Pasted CSV text can be part of the message.
The agent prepares changes for your review: import people, set up teams, record the availability you supplied and plan one Standard event. Send pending invitations from Admin. New invitees must accept and verify their email before they can be scheduled.
Send one message
The manual event form shows the basic details your message needs: name, date, time and place. The app checks the event details, approved people, teams and availability, then builds the shifts and schedule.
Review the proposed shifts, assignments and open places before approving creation. Private proposals can be saved during preparation; they do not publish the event or send messages.
Build the roster
Roles and shifts give volunteers a job and a time. Check the number of places for each. In the connected agent flow, approve the exact saved event and roster proposal for your organization. Proximatic then creates the draft with those shifts and assignments.
Check filled and open places in the saved roster before publishing. If reviewed people, availability or other details have changed, refresh the proposal and review it again before applying.
Approve the draft
See who is assigned and which shifts still need people. Approve publication when the draft is ready. The agent can also prepare an email to assigned people and create attendance signs. Review the message and recipients before sending; email uses existing credits.
Share the event link and attendance signs. People already assigned to a shift do not need to sign up for it again. Participants handle their own check-in and checkout. Your agent can read recorded attendance or revoke a sign. If Cancel event is available in Manage event, an owner or admin can review cancellation of one future non-payment Standard date. The original link explains the public reason and keeps saved history; other dates stay open. Email participants is a separate reviewed step. A subscribed calendar reflects removal on its next poll; a previously downloaded calendar file does not update.
Publish and run the event
Use the roster to see who is coming and who has checked in.
You stay in control.
- Review the draft before publishing.
- Check assignments and any unfilled places.
- Keep people, availability, and team rules current.
- Approve publishing, email sends and attendance signs.
Participants keep control of their own signup and attendance. Direct Auto-Schedule on an existing draft saves assignments immediately; it has no separate Apply step.
Common AI event setup questions
Where do I manage billing?
Payment methods and billing details live in Billing. The event setup flow stays focused on the event and roster.
Can I start with a list of people?
In web Create, choose Add people beside your unsent brief to open Add Members. Use Preview Import, review the list or CSV, then Save Import. Choose Return to event setup to continue editing your brief. A connected agent can prepare an import from an email list or pasted CSV text for your approval. Neither route replaces team approval or availability. Send pending invitations from Admin; invitees must accept and verify their email before scheduling.
Who gets assigned?
Proximatic uses people with approved team membership who are eligible for the shift and available for its full time. It checks capacity and supported rules too. It does not invent people or availability. AI setup creates one event date, not an automatic recurring series.
What happens after I describe the event?
In web Create, submit your event brief. Any required charge is resolved before the roster is shown. Proximatic automatically saves and opens an unpublished draft with the shifts and assignments for you to review. Check Saved and the affected people. Undo restores the last eligible staffing change and saves the restoration; it keeps the event, shifts and brief. Reloading recovers the saved result without creating another event. With a connected agent, review and approve the exact saved proposal to create the draft. Publishing and each email send need their own approval.
What if coverage is incomplete?
Check the unfilled shifts and your volunteers' availability. You may need more approved volunteers or different shift times. After creating the draft, you can adjust assignments before publishing.
Does the Create box handle the whole message?
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. A connected agent handles the wider flow through separate proposals and confirmations. One message starts that work; it does not approve every change at once.
Can I use any external AI client?
The ChatGPT and Codex plugin requires Proximatic Pro and a verified organization owner or admin. It was submitted for review on October 3, 2026; public directory publication is pending. Other external clients have not been verified. Pending applications still need review in the web admin Invitations view. The agent cannot confirm a signup or attendance as someone else.
Start with the event you already have in mind.
Follow a pantry roster from the first brief to coverage review before starting your event. See it in action in the full walkthrough.