Give Volunteer Team Leaders the Schedule Before Event Day

Give your shift lead enough information to receive the crew without sending every question back to you. They need the current people and hours, the work to start, and the decision to make if someone is missing.

Open the Proximatic event roster with your lead before volunteers arrive. Check who's coming, when they start and where each person should go. Add any replacement who has agreed to help, so the lead has the right name to expect.

For a welcome lead opening at 9, the brief might be:

Crew: Casey and Alex, 8:45–11, meeting at the east entrance.
First job: prepare the visitor information and open both entrances at 9.
If short: contact the event coordinator; one entrance can operate while cover is arranged.

As volunteers arrive, the organizer can review recorded check-ins against those assignments. If Alex has checked in but isn't at the desk, the lead can ask the other entrance before calling for a replacement. If Casey canceled, the coordinator can look at the actual opening and arrange cover.

The lead gets a useful job to run and the organizer gets fewer calls asking who is coming. The same event remains the place to update staffing as the plan changes.

Create your event and show team leads who's coming.