Schedule Volunteers for Event Setup and Vendor Arrivals
Put vendor unloading times and the volunteers helping them on one Proximatic schedule. See who's meeting the next truck before it reaches the loading door.
Two vendors are due at the same loading door at eight. Moving one arrival to nine solves the door conflict—but only if the unloading crew is still there when the second truck arrives.
Schedule volunteers in Proximatic for each truck’s unloading time. Tell them which vendor they are helping, which door to meet at and how long they are needed. Set the number of helpers for each shift. People can choose a window they can cover, or you can use Auto-Schedule to fit your existing crew’s availability to the work. The event lead gets assignments for each unloading period.
Schedule the second truck too
The eight o’clock crew can receive the first vendor and finish its unloading job. A second shift covers the nine o’clock arrival through unloading and moving the equipment inside. If the later shift is still short, the lead can see that gap before assuming the revised vendor plan is ready.
Include the meeting point and instructions for each window so helpers know which truck they are receiving and who is leading the job. The person who can only help early gets a clear finish, and the later vendor gets a crew expected at its arrival time.
Plan your load-in crew. Describe the arrival windows and unloading jobs to start your schedule. See the multi-day scheduling guide for longer events.