When Should Volunteers Confirm Their Shifts?
Ask for an answer early enough to find another person if plans change. Proximatic helps you see the open shift and find people who can take it.
Set the reply deadline for the moment you still have time to arrange another person. A yes or no five minutes before opening is too late to organize a replacement’s journey.
For a Saturday supply collection, Wednesday may be the useful decision point. The person covering needs time to arrange transport and understand where the supplies are going. A simple request gives the volunteer that context:
Can you collect the supplies on Saturday, 7–8am? Please confirm by Wednesday evening. If you can’t, let me know so we can arrange another driver.
Put the job and its full hours on your Proximatic event. When the driver can’t come, open that shift to start looking for another person. Find cover checks which people on your team can take the job and are free for those hours. You can ask someone who fits without first checking their other shifts yourself.
Once the replacement agrees, save the assignment and give the lead the updated plan. The replacement has time to plan the journey and learn where to collect the supplies.
Use the cover request example and coverage guide, or compare software for volunteer cover.