Schedule volunteers when availability changes weekly
Ask volunteers which hours they can work by email with Proximatic Pro. Their replies help build the schedule, and you can see which jobs still need someone.
Last week's roster is a useful starting point until someone's work schedule changes. Reusing the names can leave you counting on a volunteer who can only come Saturday to cover Tuesday's shift.
Save the hours your volunteers can work in Proximatic, then run Auto-Schedule for this week's shifts. It puts people in jobs they're approved to do and free to work for the whole shift. It also checks their other assignments, so the person packing on Tuesday won't be expected to greet guests at the same time.
With Pro, you can request fresh availability by email. Volunteers reply by email or online; Proximatic uses their responses to prepare the roster for your review. You can collect this week's changes and turn them into assignments without copying each answer into a separate rota.
For example, your usual Tuesday packer can only work Saturday this week. Their current availability can put them in Saturday's packing crew, while another eligible volunteer who is free Tuesday takes the earlier work. If Tuesday is still open, the roster gives you the particular job and hours to recruit for.
Build a roster around your team's availability. The availability guide covers the collection workflow.