Sign-up Sheets

Sign-up Sheets digitizes the classic "sign-up sheet in the foyer" experience. Create digital sign-ups for events, meals, volunteering, and more—accessible from anywhere.

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

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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

Field	Description
Title	What people are signing up for (required)
Icon	Emoji for visual identification
Overview	Short description shown in listings
Description	Full details shown on the sheet
Location	Where the event takes place
Event Date/Time	When the event occurs

Visibility Settings

Control when and how your sheet appears:

Setting	Description
Visible Date	When the sheet appears in listings (leave blank for immediately)
Sign-up Opens	When sign-ups begin accepting entries (but is visible before this)
Sign-up Closes	When sign-ups stop accepting entries (but is visible after this)
Hidden	Hides sheet from everyone except admins
Archived	Removes from active listings but preserves data

Member Options

Setting	Description
Allow members to view entries	Let members see who else has signed up
Allow members to sign up others	Let any member sign up other members (not just themselves and their family)

Public Access

Make your sheet accessible to anyone with the link:

Setting	Description
Make Public	Enables a shareable link and QR code
Password	Optional password protection for public access

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:

  • "Main Dishes", "Side Dishes", "Desserts"

• A sheet called "Volunteering" with sections:

  • "Setup Crew", "Greeters", "Cleanup"

• A sheet called "Needed Service Times" with sections:

  • "8:30 AM", "10:00 AM", "11:30 AM"

Section settings:

Setting	Description
Title	Section name
Description	Additional context
Max Sign-ups	Limit the number of entries
Max People	Limit total people (entries + additional guests)
Allow Additional Guests	Let people indicate bringing unnamed guests (+1's)
Accept Sign-ups	Toggle sign-ups on/off for this section

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.

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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

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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

User Type	Can See Entries
Admin panel users	Always
Sheet admins	Always
Regular members	When "Allow members to view entries" is enabled
Public visitors	Never (only "Full" badge when section is full)

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

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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

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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

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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

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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.