Tell Volunteers Who to Contact If They're Running Late
Give volunteers a reachable lead and ask when they'll arrive. The Proximatic roster shows which job needs someone while the lead arranges help for the opening minutes.
Give a delayed volunteer a person to contact, and give that person enough information to keep the event moving.
A useful arrival note can include:
Running late? Call or text Morgan on [event-day number]. Tell Morgan which shift you’re taking and when you expect to arrive. For the welcome crew, use the east entrance when you get here.
When someone reports a twenty-minute bus delay, Morgan can plan around an actual arrival time. The opening lead may be able to cover those minutes; if the person can no longer come, the job needs another volunteer.
Open the Proximatic roster on a phone or tablet to check the delayed volunteer’s shift and the other people expected. Record arrivals as people check in, so the lead can see who is there. For an upcoming open place, Find cover shows who on your team can take the job for those hours. Ask someone to take it and save the agreed assignment, so the lead has a person to expect.
Send the contact details to the assigned crew before the day. Proximatic lets you reach those shifts directly, making the late message part of a usable crew plan instead of another thread for the organizer to find.
Use the no-show backup plan, coverage guide or cover-software comparison when a delay becomes a vacant shift.