Schedule Volunteers Who Can Only Help Occasionally

Not everyone can volunteer every week. That doesn't mean they should get a vague “we'll let you know” when there is real work they could take on.

Put the next event's jobs and times on a Proximatic signup page. Someone who can give one Saturday can choose a packing or setup shift without committing to the whole program. They can see what they'll do and when they can leave before choosing the shift. You get a volunteer for that day's work without asking them to promise every Saturday.

For an open public shift, the volunteer signs up with their name and email. They can take that useful place without creating a participant account. You see the assignment on the event roster, alongside your regular crew and the places still open.

If the packing shift fills but cleanup still needs two people, share that specific opening next. The occasional helper has helped cover actual work, and your next request can focus on what's left instead of asking everyone to “join the rota.”

When the event arrives, record attendance against the same shift. Their check-in and hours stay with that event, alongside the regular volunteers who worked with them.

The signup, roster and attendance workflow is free. Create your next event and give occasional helpers a real place to start.