Schedule Volunteers to Welcome Each Retreat Group
Put each group's arrival time and the volunteers meeting them on one Proximatic schedule. Give people the meeting point and see which time still needs a helper.
The early retreat group arrives while the afternoon crew is still setting up. A second group comes after dinner, when the first welcome volunteers have gone. Without a plan for both arrivals, the organizer becomes everyone’s check-in desk.
Give the arrival work its own shifts in Proximatic. Put each agreed group window on the event with the welcome crew, meeting point and instructions it needs. Volunteers can choose the early or late commitment, and you can review the people expected for each window before the retreat begins.
For the early group, that might mean a helper at the entrance and another ready to direct people to their rooms. Keep those commitments through the group’s arrival, then schedule a fresh crew for the after-dinner window. A person who can’t help in the afternoon still has a useful late shift to take.
The roster makes a missing late crew visible while you can still fill it. Each welcome team has the arrival instructions for its part of the evening, so routine directions can go to them and the retreat lead has more time for room questions that need a decision.
Plan your retreat arrival crew. See the time-slot signup guide.