When to Send Volunteer Reminders Before an Event
Send people the arrival details for their Proximatic shifts. Check hard-to-replace volunteers early, and use Find cover if someone can no longer take their job.
Send the reminder while you can still do something useful with the answer. Directions can wait until nearer event day; a driver who can no longer collect the supplies needs a replacement before Saturday morning.
For a Saturday event, a practical plan might be:
- Earlier in the week: check the commitments that would take time to replace, such as the supply run or a specialist role.
- Nearer the event: send the entrance, meeting point and briefing time to the crew working each shift.
- When something changes: tell the affected volunteers what they now need to do and ask for an answer if their commitment changes.
Track It Forward’s event email guide describes its event reminders. Your timing decision should also allow for the work of finding cover.
In Proximatic, select the welcome shifts to send their arrival instructions, while the later packing crew gets its own details. If the driver declines, Find cover checks who on your team can do the job and is free for the full shift. Ask one of those people and save their assignment when they agree.
The reminder guide has messages you can adapt for your crew.