# Sign-up Sheets

### Enabling Sign-up Sheets

#### Step 1: Enable the Feature

1. Go to **Account Settings** in the admin panel
2. Navigate to the **Add-ons** section
3. Find **Sign-up Sheets** and toggle it on

#### Step 2: Assign Permissions

Users need appropriate permissions to create and manage sign-up sheets:

1. Go to **Settings > Roles & Permissions**
2. Select the role you want to modify
3. Enable these permissions as needed:
   * **View Sign-up Sheets** — Browse sheets in admin
   * **Manage Sign-up Sheets** — Create, edit, delete sheets and entries

***

### Creating a Sign-up Sheet

Sign-up sheets can be created from the admin site or mobile app. Only a title is required — everything else is optional.

#### Basic Information

<table><thead><tr><th width="199">Field</th><th width="391">Description</th></tr></thead><tbody><tr><td><strong>Title</strong></td><td>What people are signing up for (required)</td></tr><tr><td><strong>Icon</strong></td><td>Emoji for visual identification</td></tr><tr><td><strong>Overview</strong></td><td>Short description shown in listings</td></tr><tr><td><strong>Description</strong></td><td>Full details shown on the sheet</td></tr><tr><td><strong>Location</strong></td><td>Where the event takes place</td></tr><tr><td><strong>Event Date/Time</strong></td><td>When the event occurs</td></tr></tbody></table>

#### Visibility Settings

Control when and how your sheet appears:

<table><thead><tr><th width="189">Setting</th><th width="518">Description</th></tr></thead><tbody><tr><td><strong>Visible Date</strong></td><td>When the sheet appears in listings (leave blank for immediately)</td></tr><tr><td><strong>Sign-up Opens</strong></td><td>When sign-ups begin accepting entries (but is visible before this)</td></tr><tr><td><strong>Sign-up Closes</strong></td><td>When sign-ups stop accepting entries (but is visible after this)</td></tr><tr><td><strong>Hidden</strong></td><td>Hides sheet from everyone except admins</td></tr><tr><td><strong>Archived</strong></td><td>Removes from active listings but preserves data</td></tr></tbody></table>

#### Member Options

<table><thead><tr><th width="303">Setting</th><th>Description</th></tr></thead><tbody><tr><td><strong>Allow members to view entries</strong></td><td>Let members see who else has signed up</td></tr><tr><td><strong>Allow members to sign up others</strong></td><td>Let any member sign up other members (not just themselves and their family)</td></tr></tbody></table>

#### Public Access

Make your sheet accessible to anyone with the link:

<table><thead><tr><th width="165">Setting</th><th>Description</th></tr></thead><tbody><tr><td><strong>Make Public</strong></td><td>Enables a shareable link and QR code</td></tr><tr><td><strong>Password</strong></td><td>Optional password protection for public access</td></tr></tbody></table>

When enabled, you'll be able to access in the admin:

* A shareable URL
* A QR code to print or display

#### Sections

Sections organize your sheet into logical groups. Examples:

* A sheet called "**Potluck**" with sections:&#x20;
  * "Main Dishes", "Side Dishes", "Desserts"
* A sheet called "**Volunteering"** with sections:&#x20;
  * "Setup Crew", "Greeters", "Cleanup"
* A sheet called "**Needed Service Times"** with sections:&#x20;
  * "8:30 AM", "10:00 AM", "11:30 AM"

**Section settings:**

<table><thead><tr><th width="247">Setting</th><th>Description</th></tr></thead><tbody><tr><td><strong>Title</strong></td><td>Section name</td></tr><tr><td><strong>Description</strong></td><td>Additional context</td></tr><tr><td><strong>Max Sign-ups</strong></td><td>Limit the number of entries</td></tr><tr><td><strong>Max People</strong></td><td>Limit total people (entries + additional guests)</td></tr><tr><td><strong>Allow Additional Guests</strong></td><td>Let people indicate bringing unnamed guests (+1's)</td></tr><tr><td><strong>Accept Sign-ups</strong></td><td>Toggle sign-ups on/off for this section</td></tr></tbody></table>

If you don't need sections, simply leave the default — the section UI is hidden when there's only one.

#### Sheet Admins

Designate members who can manage entries from the member app:

* Add entries for any member or guest
* Edit or delete any entry
* Always see the entry list (even when hidden from other members)

Sheet admins don't need admin panel access—they manage entries directly from the member web and mobile apps.

***

### Signing Up

#### Member Self Sign-up

Members can sign up themselves and their family members:

1. Open the sheet from the member app or web app
2. Click **Sign Up** on the desired section
3. If you have family members, select who is signing up
4. Add optional details: email, phone, additional guests, comment
5. Submit

**Notes:**

* Each selected family member creates their own entry
* Members already signed up appear disabled in the family list
* Contact details are stored only on the primary entry

#### Signing Up Other Members

When **Allow members to sign up others** is enabled:

1. Click **Sign Up Others** on a section
2. Search for and select a member
3. If they have family, select which family members to include
4. Optionally add guest details manually (creates entry without user link)
5. Submit

#### Sheet Admin Sign-ups

Sheet admins (and users with manage permissions) have additional capabilities:

* **Add Entry** button on each section
* Search for any member or enter guest details manually
* Select family members when signing up a member
* Edit or delete any entry on the sheet

#### Public/Guest Sign-ups

For public sheets, anyone with the link can sign up:

1. Visit the public URL or scan the QR code
2. Enter password if required
3. Click **Sign Up**
4. If multiple sections exist, select which sections to join
5. Enter name (required), email, phone, additional guests, comment (all optional)
6. Submit

**Notes:**

* No account is created
* No confirmation email is sent
* Sign-up counts are not shown to public visitors
* Full sections display a "Full" badge

***

### Viewing Sign-ups

#### In the Member App

* Browse available sheets at **Sign-up Sheets** in the sidebar
* View sheet details including sections and availability
* See who has signed up (when **Allow members to view entries** is enabled)
* See a "Signed Up" badge on sections you've joined

#### Entry Visibility

<table><thead><tr><th width="233">User Type</th><th>Can See Entries</th></tr></thead><tbody><tr><td>Admin panel users</td><td>Always</td></tr><tr><td>Sheet admins</td><td>Always</td></tr><tr><td>Regular members</td><td>When "Allow members to view entries" is enabled</td></tr><tr><td>Public visitors</td><td>Never (only "Full" badge when section is full)</td></tr></tbody></table>

#### Capacity Display

* **Spots available**: Shows remaining capacity when a limit is set
* **Full**: Displayed when section has reached capacity
* No limit set: No capacity information shown

***

### Printing & Exporting

#### Export Entries (Admin)

From the entries page in admin:

* **CSV** — Download entries as a spreadsheet
* **PDF** — Download a formatted table of entries

Both exports include: Name, Section, Email, Phone, Additional Guests, Comment, Admin Notes, Sign-up Date

Exports respect any active search or section filters.

#### Printable Sign-up Sheet

Generate a blank sign-up form for physical use:

1. Go to the sheet in admin
2. Click **Printable Sheet** or **Download Printable**
3. A PDF is generated with:
   * Sheet title, date, time, location header
   * Section subheaders (if multiple sections)
   * Numbered blank rows for handwritten names
   * Row count based on section capacity (or 20 if no limit)

Perfect for:

* Placing in the church foyer
* Events without reliable internet
* Backup sign-up method

***

### Tips & Best Practices

#### Planning Your Sheet

* **Keep titles clear**: "Thanksgiving Potluck 2024" is better than "Sign Up Here"
* **Use sections wisely**: Group by role, time slot, or item category
* **Set realistic limits**: Consider your actual capacity for each section

#### Managing Sign-ups

* **Monitor capacity**: Check entry counts before events
* **Use sheet admins**: Delegate entry management without giving full admin access
* **Archive when done**: Keep data but remove from active listings

#### Public Sheets

* **Share the QR code**: Display in foyer, bulletins, or announcements
* **Add a password**: For sheets that should be semi-private
* **Set sign-up windows**: Open and close sign-ups automatically with date/time settings

#### Family Sign-ups

* Members can sign up their entire household in one step
* Each family member gets their own entry for accurate headcounts
* Already-signed-up family members are automatically disabled

***

### Common Scenarios

#### Potluck Dinner

1. Create sheet: "Fall Potluck - November 15"
2. Add sections: Main Dishes, Side Dishes, Desserts, Drinks
3. Set max sign-ups per section to prevent overload
4. Make public and share QR code
5. Enable "Allow members to view entries" so people can see what's being brought

#### Volunteer Positions

1. Create sheet: "Sunday Morning Volunteers - January"
2. Add sections for each role: Greeters, Ushers, Tech Team, etc.
3. Set max sign-ups based on positions needed
4. Keep private (members only)
5. Assign team leaders as sheet admins

#### Event Registration

1. Create sheet: "Youth Group Retreat"
2. Add details about the event to the description, such as dates, location, times and supply materials.
3. Single section with max people limit
4. Enable additional guests for parents signing up kids
5. Set sign-up window with start/end dates
6. Make public for easy sharing

***

### Frequently Asked Questions

**Can guests sign up without creating an account?** Yes, when a sheet is made public. They only need to provide their name.

**Can I limit how many people sign up?** Yes, set **Max Sign-ups** (number of entries) or **Max People** (entries + guests) on each section.

**What happens when a section is full?** The sign-up button is disabled and a "Full" badge appears. Public visitors see "Full" but not the current count.

**Can I edit someone else's sign-up?** Only if you're a sheet admin, have manage permissions, or are editing your own entry.

**How do I close sign-ups?** Set an **End Date** for automatic closing, or toggle off **Accept Sign-ups** on each section manually.

**Can members see who else signed up?** Only when **Allow members to view entries** is enabled. Public visitors never see the list.


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