Free Event Crew Scheduling Software
Build your event crew's schedule, avoid double-bookings and let volunteers claim shifts. Free scheduling and attendance. No subscription required.
Your event has one opening time, but several crews working toward it. Venue staff are preparing the room, volunteers are briefing at the entrance, and a vendor needs help unloading. A plan for just one of those groups leaves the event lead joining the pieces together.
Proximatic brings staff and volunteers onto one event schedule. Assign your regular crew, let other helpers choose open shifts, and see which jobs still need someone. The same roster carries through to event-day check-in and volunteer hours.
Scheduling, signups and attendance are free. No subscription or per-person fees.
Keep people from being booked for two jobs at once
A volunteer unloading equipment at 8am can’t also be briefing the welcome team at 8am. Auto-Schedule matches your crew to the jobs they can do and the full hours they can work, without double-booking them. You review who is assigned and where places remain open.
Describe your event and let Proximatic build the jobs and shifts. It can schedule your regular crew around the hours they can work, leaving the remaining places open for other helpers. Add each job’s meeting point and instructions so the person taking it knows where to go and what to do.
Let volunteers take the open shifts
Share one signup link for the event. Volunteers can see the jobs, hours and available places, then reserve a shift with their name and email. Their names go onto the roster, Proximatic sends their confirmation, and the number of places left updates automatically.
You can fill your setup crew this way while keeping the welcome team’s existing assignments. The event lead sees both groups together, including any pack-up shifts that still need help.
Keep using the plan on event day
On event day, your staff and volunteer schedule is also the attendance list. Check people in and out, then review the recorded hours after the event.
If someone cancels an upcoming shift, Find cover shows people who can do the job and are available for its full hours. Choose a replacement without moving the rest of the crew.
Plan your event crew for free. Your first AI-organized event is included. See the free volunteer scheduling tools, or compare Proximatic and Neon CRM.
Find the answer for your event
- How to Coordinate Volunteer Team Captains
- Who Takes Over When Your Event Lead Leaves?
- How Many Volunteer Team Leaders Does Your Event Need?
- Schedule Volunteers Who Speak Different Languages
- How to Schedule Staff and Volunteers Together
- Schedule Volunteers for Event Setup and Vendor Arrivals
- Who Will Pack Up After Your Event?
- Staff Your Registration Desk for the Opening Rush
- Who Will Meet Vendors Before Your Event Opens?
- Schedule Event Volunteers Around Your Run of Show
- Schedule Volunteers to Help With Event Accessibility
- Schedule Parking Volunteers for Arrivals and Departures
Keep jobs staffed when volunteers change shifts
- How Much Time Should Volunteer Shifts Overlap?
- How to Plan Setup and Cleanup Shifts for an Event
- Schedule Volunteers When Event Activities Overlap
- How to Set Volunteer Shift Times Around Breaks
- How to Schedule Volunteers When Your Event May Run Late
- What Time Should Volunteers Arrive for Their Shift?
- Schedule Volunteers at More Than One Event Location
- How to Plan a Floating Volunteer Job at Your Event
- What to Do When a Volunteer Arrives Late for a Shift
See event examples
- Schedule Picture Day Volunteers Around Class Times
- Schedule Field Trip Chaperones From Departure to Return
- Let Parents Volunteer and Still Watch Graduation
- How to Schedule Volunteers for a School Clothing Swap
- Schedule School Dance Volunteers From Setup to Cleanup
- Schedule Volunteers for Youth Sports Registration Day
- Schedule Volunteers to Prepare the Field Between Games
- Schedule Volunteers for a Community Bike Ride
- Keep Tryout Coaches Focused on the Players
- How to Schedule Volunteers for an Animal Adoption Event
- Schedule Church Meal Volunteers Around Worship
- How to Schedule a Church Nursery Volunteer Rotation
- How to Schedule Volunteers for a Church Clothing Closet
- Match Employees to Jobs on Your Company Volunteer Day
- Schedule Volunteers for a Workplace Food Drive Pickup
- Track Event Equipment by Shift and Volunteer