What to Say When a Volunteer Cancels a Shift
Thank them for telling you, then find someone to take the shift. Proximatic shows which people can do the job and are free for the hours you need.
Make it easy for a volunteer to tell you they can’t come. A helpful reply thanks them for the notice and tells them what happens next.
Thanks for letting me know. I’ve noted that you can’t take Saturday’s 9–11 welcome shift. We’ll arrange cover and let the welcome lead know. I hope you can join us another time.
In Proximatic, remove the volunteer from the canceled shift. The place becomes available again, and the welcome lead can check the roster while you arrange another person.
Use Find cover to see who else on your team can take the job and is free for those hours. Ask a suitable person, agree on the work and save their assignment. You can fill the welcome place while keeping the rest of the crew in their jobs.
For a public event, you can also share the open shift through the event signup. When someone takes the place, their name appears on the roster for the welcome lead to check.
Use the cover request example, coverage guide and software for finding cover to follow the cancellation through to a replacement.