How to Coordinate Volunteer Team Captains
Give captains one Proximatic schedule showing each volunteer's job and time. They can check who's already working before asking someone to help another team.
The parking captain has a full crew. The welcome captain still needs two people, and setup wants to borrow someone from parking. You need one event plan before three helpful conversations become three competing promises.
Put parking, welcome and setup on one Proximatic event, with the hours and number of volunteers each job needs. The event coordinator can open the roster with the captains and check who's doing each job before anyone asks a volunteer to move.
If setup ends at 8:30 and welcome begins at 9, a setup helper may be able to do both. If parking still needs them until 10, the welcome captain needs another person for the 9 AM opening. You can see those shifts together on the roster, and Proximatic checks that a volunteer isn't assigned two jobs at the same time.
If welcome still needs someone, Find cover looks for volunteers who can do that job and are free for the hours. After someone accepts, update that job and give the captains the agreed plan. Parking keeps the person it needs, welcome gets a suitable helper, and setup can finish its own work.
Update the assignments in Proximatic as you agree the changes. You and the captains can work from one roster instead of comparing separate crew lists to discover who was promised twice.
Plan your event crews together, then review the assignments with the captains before sharing them.
Related: Volunteer Scheduling for Roles and Skills: Get the Mix Right.