What to Do When a Volunteer Is Double-Booked

Jordan is on welcome from 9–11 and a delivery run from 10–noon. Both leads are expecting Jordan, but at 10 one job will be left without a volunteer. Agree which shift Jordan will keep, then find someone for the other one.

If Jordan is the only approved driver available, keep the delivery commitment and find someone for welcome. The replacement needs to take 9–11, including the hour before Jordan leaves, so the welcome lead has one dependable arrangement for the whole shift.

Proximatic checks overlapping commitments when filling shifts. Find cover checks who can greet guests for 9–11 and isn't already working another shift. A helper already working the 10–noon packing shift won't become your next double booking.

Ask someone who fits, then save their welcome assignment after they agree. Jordan takes delivery, the replacement takes welcome, and the two leads can prepare around the updated roster.

For the next event, put the jobs and your team's availability in Proximatic before building the roster. Auto-Schedule can match the crew to the work while checking overlaps for you, so conflicts are addressed during planning.

Create your event and schedule a crew without overlapping jobs.