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For organizers · Teams & Shift Logic

Teacher and Student Signup with Separate Capacity Limits

Keep one Teacher place and up to 20 Student places on one shared shift with separate capacity limits, a confirmed roster, and one public signup button.

Start with the problem: one session, two capacity limits

A class or workshop often needs one adult Teacher place and a larger Student pool on the same physical session. Two separate shifts split the roster and make the public choice harder; one unlimited shift lets one group consume the places intended for the other.

Scope boundary: this is a capacity and eligibility configuration. It is not a safeguarding policy, background-check workflow, attendance certification, or school-system integration. Keep those responsibilities in the school or organization process that owns them.

Sign in as an organization Owner or Admin. Have the event date, time window, meeting place, participant list, and short session description ready.

Volunteer teams control who can join a shift. Shift Logic adds a saved team-specific requirement to that shift. Keep participants as ordinary Members unless they need administrative access.

For this setup, one physical shift carries one saved Teacher requirement, two eligible teams, and 21 total places.
ConceptWhat it controlsThis setup
Volunteer teamParticipation pool and source eligibilityTeachers and Students
Saved Shift Logic ruleTeam-specific limit or requirement on a shiftTeachers Exactly 1
Physical shiftTime, place, one reporting row, total capacityClassroom session · 21 places

The key composition: total capacity is 21, Eligible teams are Teachers + Students, and the only saved rule is Teachers → Exactly 1. The requirement is a readiness check and a hard ceiling. While no Teacher is assigned, the engine protects one place for the missing Teacher, so Students can fill at most 20 without a redundant Student rule.

No Event teams step is needed for this Standard flow. Create the teams in Admin → Volunteer teams, save only the Teacher requirement in Admin → Logic, then select both teams and attach the saved rule to the one shift from Volunteer roster → Schedule.

Open the Standard event create flow

Set up and publish the shared roster

  1. Create a Standard event draft

    Open Create → Event and choose Standard. Enter the event name, description, meeting place, date, start time, and end time. Enable custom scheduling if it is not already enabled, then select Save Draft. Do not look for an Event teams selector on the create screen.

    You now have one event with one physical time and place. Standard events keep the event-level form focused on event details; team eligibility is configured later from Volunteer roster and Shift Logic.

    Standard event draft

    Real Proximatic Standard Create Event screen with the event details form
    Standard event details and scheduling; no Event teams selector.

  2. Create the Teachers and Students volunteer teams

    Open Admin → Volunteer teams. Create two organization teams named Teachers and Students. Team names are unique within the organization. Add the teacher to Teachers and the eligible students to Students; the organizer can approve memberships here. If someone is not an organization member yet, open User Directory and add them first.

    These teams are participation and eligibility pools. Keep people as ordinary organization Members unless their site permissions need to change. A team membership does not make someone an Admin or Owner and does not reserve a place on the event.

    Teachers and Students teams

    Real Proximatic Admin Volunteer teams screen showing Teachers and Students teams and approved members
    Create and manage the Teachers and Students teams here.

    Organization roles and team access

    Real Proximatic User Directory showing organization permissions separately from volunteer team access
    Team access is separate from organization access.

  3. Build and save the Shift Logic ruleset

    Open Admin → Logic. Choose Teachers as the Team Source, set the gate to Exactly 1, select Save to Ruleset, and give it a clear name such as Classroom teacher. Do not add a separate Student rule; the 21-person shift and protected Teacher place leave room for twenty Students.

    The saved Teachers rule limits the classroom session to one Teacher and reserves the remaining Teacher place while Students join. After saving it, attach the rule to the shared shift in the next step.

    Logic editor and Students ruleset

    Real Proximatic Logic Engine with Students selected and zero saved rules
    Select a Team Source and configure its saved rule here.

    Saved Teachers Exactly 1 rule

    Real Proximatic Logic Engine showing the Teachers source selected for the saved Exactly 1 rule
    The saved Teachers → Exactly 1 rule is ready to attach to the shared shift.

  4. Create one physical shift and attach the Teacher rule

    Return to the draft event and open Volunteer roster → Schedule. Create one shift named Classroom session, use the full event time window, and set Volunteer spots to 21. In Eligible teams, search for and select both Teachers and Students. Open Shift Logic on that shift, select the saved Teachers / Exactly 1 rule, then select Apply saved rules to this shift. Do not create separate Teacher and Student shifts at the same time and place.

    The event has one physical/reporting row with a capacity of 21. Both teams may join that one row, while the saved Teacher requirement protects one place until a Teacher joins. The implied maximum is twenty Students; no Student rule is needed. Each approved member still receives a source team on their assignment, so reports can group by source team without splitting one classroom across duplicate shifts.

    Draft event overview

    Real Proximatic draft event overview showing team-based signup guidance and Save Changes, Publish Now, and Preview controls
    Open Volunteer roster → Schedule to configure the shared shift.

    Apply the saved Teacher rule

    Real Proximatic Shift Logic dialog showing the saved Teachers Exactly 1 rule selected for one shift
    Attach the saved Teacher requirement to the physical shift here.

  5. Review the single roster, publish, and share

    Select Save Changes, then review Volunteer roster → Schedule and confirm the shared shift shows Teachers 0/1 and eligible teams Teachers + Students. Open Roster to check the current signups; an empty draft shows 0/21 slots filled. Select Preview, then Publish Now. After the event shows Live, use Public Page and share the public /events/… link rather than the management URL.

    The public page has one signup button for the shared session. The participant never chooses Teacher, Student, a team, or a shift. Approved team membership, the saved rule, and available space determine the signup; the roster records one assignment on the shared shift.

    Empty volunteer roster

    Real Proximatic draft Volunteer roster showing 0 of 21 slots filled and no volunteers signed up yet
    Confirm 0/21 slots before publishing.

What participants see: one signup button

  1. Send the public event link. Reading the event page does not require an account.
  2. Everyone sees the same classroom session and one Sign up button. There is no team, role, or shift selector.
  3. A signed-out visitor creates an account or signs in and verifies their email. Account creation and verification do not reserve a place.
  4. After sign-in, the page shows the participant's team and only the places that apply to them: for this setup, a Student sees Students · x/20 and a Teacher sees Teachers · x/1. The Sign up button is active when a place is available and inactive when it is not.
  5. Selecting Sign up confirms the assignment and shows You're signed up!. The organizer can see the recorded source team in Volunteer roster → Roster.

Keep the participant experience simple: the public page shows the participant's team, the applicable count, and one button. It does not show rule names, operators, protected places, or Shift Logic syntax. For this setup, that means Students · x/20 for a Student and Teachers · x/1 for a Teacher.

Student-first signup is valid: the organizer roster may show the Teacher readiness requirement as unmet while Students join. At 20 Students, a Student sees Students · 20/20 and an inactive button. A Teacher at that same point sees Teachers · 0/1 and an active button. Once the final event place is taken, the standard Event Full state replaces the signup control. The public page does not explain the rule behind the count; that configuration belongs in the organizer setup and roster.

Public shared-shift page

Real Proximatic public event page showing one shared shift and one signup button before the roster is full
The public page exposes one shared session and one signup control; participants do not select a role.

Student confirmation

Real Proximatic public event confirmation showing a Student assigned to the shared classroom session
A Student can join first while the saved Exactly 1 Teacher readiness requirement is still unmet.

Teacher confirmation

Real Proximatic public event confirmation showing a Teacher assigned to the same shared classroom session
The Teacher joins the same physical shift; reporting remains one shared roster row.

Proof that the protected place and full state hold

The public page keeps the rule details out of the participant experience. It shows the signed-in participant their team, the count that applies to them, and whether the single signup button is active. The organizer roster shows the detailed requirement progress. These captures show the two participant states, the second-Teacher rejection, and the final one-row roster:

  • Second Teacher blocked: after one Teacher is assigned and space remains, the Teacher view shows Teachers · 1/1 with an inactive button. Proximatic blocks a second Teacher; it does not move that person into Students.
  • 21st Student blocked before the shift is full: after twenty Students are assigned, the Student view shows Students · 20/20 with an inactive button even though the overall event is 20/21. A Teacher can still use the final place.
  • Full state: after one Teacher and twenty Students are assigned, the shared shift is 21/21 and every new participant sees the standard Event Full graphic.
  • One reporting row: the organizer roster shows one Classroom session containing 21 assignments, with Teacher and Student source-team labels on those assignments.
  • Last-place protection: if two people try for the last place at once, only the allowed signup succeeds. The other participant sees the updated unavailable state without overbooking.
  • Retries are safe: an already assigned participant does not consume another place. Withdrawing a confirmed signup frees that assignment and reopens the corresponding source limit.

Second Teacher blocked

Real Proximatic public event page showing a second approved Teacher blocked while one shared shift place remains
Teacher is full at 1/1 while the shared shift still has room.

Student capacity protected

Real Proximatic public event page showing a Student blocked because the remaining shared shift place is protected for a Teacher
Students are full at 20/20; one place remains for a Teacher.

Teacher place available

Real Proximatic public event page showing an approved Teacher with one place available while twenty Students are assigned
A Teacher sees 0/1 available while twenty Students are assigned.

Shared shift full for Students

Real Proximatic public event page showing a Student viewing the shared Classroom session full at 21 of 21
After 1 Teacher and 20 Students, the shared shift shows Event Full.

Organizer roster full

Real Proximatic organizer Volunteer roster showing one Classroom session with 21 assignments and Shift Logic progress
One Classroom session with 21 assignments and rule progress.

Public shared shift full

Real Proximatic public event page showing the shared Classroom session full at 21 of 21
The shared session is full at 21/21.

How this relates to fundraiser and table teams

The same team records support several event experiences:

  • Standard shared shift: an organizer creates the source teams, saves Shift Logic rules, and applies the rules to one physical shift. A team is the source pool for that shift.
  • Team Fundraiser: a registered user can create a team for a polar bear plunge, walk/run, or similar peer-to-peer event. The creator is the team owner/Captain and can add or remove people through the team membership flow.
  • Gala/table event: a table reservation creates the table team. The reserving user is the table owner and can share the table page so guests can request to join; the owner can approve or reject those requests.

A team owner or Captain manages that team's membership. Organization administration remains separate.

Troubleshooting

I cannot find Event teams on Create Event
That is expected for this Standard flow. Create the teams in Admin → Volunteer teams, save only the Teachers → Exactly 1 rule in Admin → Logic, select Teachers and Students in the shift's Eligible teams control, and attach the saved Teacher rule from the shared shift's Shift Logic dialog.
The saved rule is not available when I attach Shift Logic
Confirm you selected Save to Ruleset, the rule is active, and its Team Source uses the current team name.
The shift says it already has an Eligible team
The shared flow uses the shift's multi-select Eligible teams control. Clear the old single Eligible team value, select Teachers and Students, and save the shift before attaching the Teacher rule. A physical shift uses either one direct team restriction or a multi-team eligibility pool, not both.
A participant sees no signup button or gets no eligible source
Check that their email is verified, their organization membership exists, the shift lists the correct eligible teams, and exactly one of those teams has an APPROVED membership for them. Pending or rejected membership does not reserve a place. A member approved in both source teams must be disambiguated before signup.
The Teacher is not signed up yet
That is allowed. Exactly 1 is a readiness requirement plus a hard ceiling; Students can join while the Teacher count is 0/1. The organizer roster will show the unmet requirement until a Teacher joins.
The second Teacher is blocked
That is the intended result of Teachers → Exactly 1. Proximatic does not move a Teachers member into Students. Remove the confirmed Teacher assignment or change the saved rule only if the real staffing plan changes.
The next Student is blocked before the shift is full
That is the intended result when 20 Students are assigned and the Teacher requirement is still unmet. The capacity-21 shift protects its remaining place for a Teacher; no separate Student limit is needed. A Teacher can still use that final place.
The event is full
After one Teacher and twenty Students are assigned, the shared shift is 21/21 and all new signups are blocked by the standard Event Full state. A withdrawal or an organizer-approved capacity/team-plan change is required.
The ruleset will not save or attach
Use unique team names, choose supported count or percentage operators, keep the values valid, save the Teacher Team Source rule, include that team in the shift's Eligible teams, and resolve conflicting requirements. The shared shift must be a draft scheduleable Standard event when rules are attached.
Reporting still shows multiple rows
Remove the old same-time Teacher and Student shifts, keep one Classroom session, select both eligible teams on it, and attach the saved Teacher rule. The source team is stored on each assignment, so reports can still group Teachers and Students without splitting the physical session.

Create your shared-shift signup

Start a Standard draft, create or reuse the Teachers and Students teams, approve their members, save only Teachers → Exactly 1 in Admin → Logic, create one capacity-21 Classroom session with both teams eligible, attach the saved Teacher rule, and publish only after the one-row roster and protected-place/full-state checks look right.

Create an event

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