The Simplest, Free Way to Create Signup Sheets (2024)

Your Evite SignUp Sheets questions, answered

What is a signup sheet?

Signup sheets are the perfect way to streamline scheduling, volunteer recruitment, class parties, snack duty, potluck organization, parent-teacher conferences and more! You can think of them as your digital assistant for coordinating events and tasks and ensuring that your event is a success.

Evite SignUp Sheets offers parents, teachers and event planners customizable online forms that organizers and volunteers can access and update effortlessly. Volunteers can choose their preferred time slots, sign up for tasks or indicate what they'll bring to the event. It only takes organizers a few minutes to create a signup sheet and send it out with a shareable link, so they can get the word out via text, email or social media—whichever way they prefer!

Long story short, signup sheets save everyone involved tons of time, avoid scheduling headaches and ensure everything runs smoothly before and during the event.

How do I create a signup sheet?

Creating a signup sheet has never been easier than with Evite! Here’s how to create a sheet that’s sure to make your event an absolute success:

  1. Go to Evite SignUp Sheets and choose the template that best fits your needs. Evite offers multiple signup sheet templates perfect for every occasion, including:some text
    • Signup sheets for standalone events (without different time slots), perfect for when you’re organizing a class party, potluck or end-of-season party.
    • Signup sheets for recurring or multi-day events (without different time slots), perfect for when you’re organizing a meal train, post-game snack duty or during appreciation week.
    • Signup sheets for single or multiple day events (with time slots), perfect for when you’re organizing concession stand volunteers, fundraisers and parent-teacher conferences.
  1. After selecting your sheet template, create a title for your signup sheet and add the date, the location, the time (if applicable), who the organizer is, the organizer’s phone number or email and an optional note describing the event to your volunteers. You can also change your signup sheet background and title image if you wish!
  1. Next, create slots for your signup sheet. If you aren’t logged into your account, you will need to do so at this point, but luckily, you can use your existing Evite account (no need to create yet another login!). What you’ll include here will depend on what your event needs, but you can include a list of what’s needed (along with optional descriptions), how many volunteers are needed, and dates and times.
  1. After creating your slots, you can then add a wish list from any retailer or include supply suggestions from Evite’s retailer partners. These are to help your volunteers find and purchase supplies quickly and easily.
  1. Finally, review your sheet, copy your shareable link and send it out to everyone on your list! Every time a volunteer signs up for a slot on your signup sheet, Evite will email you. We will also send reminders to you and your volunteers before your event so no one will forget about it, and we’ll even let volunteers know if you remove their slot or cancel your event sheet so you don’t have to!

What information should be included on a signup sheet?

When it comes to signup sheet information, there are some essentials to include regardless of what you’re organizing:

  1. A title for your signup sheet. Tip: Aim to keep your signup sheet title concise but clear. You want volunteers to read it and have a general understanding of what your event is about, and also make it easy for them to look for later if they need to reference your sheet again. You have the option to include a more descriptive note in a different field about your event, so save the more in-depth details for that!
  1. When and where the event is taking place.
  1. The organizer’s name and phone number.
  1. Slots for volunteers to choose from. Once you choose the SignUp Sheets template that fits the occasion, the slots you’ll need for your sheet will be right there and ready for you to add the relevant info, such as dates, times, items to bring and tasks to complete.

When adding your slot information, clearly define what people are signing up for, especially for a what-to-bring list or role assignments. If you want someone to bring healthy snacks for kids to enjoy after a game, specify that. You want your volunteers to feel confident in what they’re bringing and to make it easy for them to know what’s expected of them. It will save them time and stress (and you, too!). That being said, if you make your ask too specific (for example, asking for a hard-to-source item or something expensive), you may not end up with a volunteer for it. So be clear about what you expect, but also be reasonable!

Aside from providing the basic signup information, you can also add optional descriptions to both your entire signup sheet and individual slots. While not required, they can help guide your volunteers further and provide more information. You can add information about allergies, preferences and general info about the event. You can also add a wish list to make it easier for your volunteers to bring exactly what you need!

What are the benefits of using a signup sheet template?

Signup sheet templates offer a ton of advantages for both organizers and volunteers and with Evite SignUp Sheets, you'll enjoy even more benefits than other digital and paper signup sheets! Some benefits our signup sheet templates offer include:

  • A 100% free experience (no subscriptions required!).
  • Shareable links for quick and easy sharing.
  • No need to create another login—you can use your existing Evite account.
  • The option to add a wish list to help your volunteers out.
  • Automatic reminders—we’ll remind everyone on your behalf.
  • An easy-to-use experience with eye-catching guided templates.
  • Clean, modern designs with no pop-up ads.

With Evite SignUp Sheets, you can enjoy organizing and coordinating all your events with ease. Signup sheets streamline the signup process for everyone involved, ensuring that everything will go to plan on the day of your event while saving you precious time in the process.

How to create some of our most popular signup sheets

How do I create a potluck signup sheet?

Creating a signup sheet has never been easier than with Evite! Here’s how to create a sheet that’s sure to make your event an absolute success:

  1. Go to Evite SignUp Sheets and choose the Potluck signup sheet template.
  1. Create a title for your potluck signup sheet and add the date, time and location, who the organizer is, the organizer’s phone number or email and an optional note describing your potluck. You can also personalize your potluck sheet by changing the background and title image!
  1. Next, add item requests/suggestions in the “What’s needed” slots for your potluck signup sheet. You can also add an optional description if you desire (perfect if you need to provide more clarity about a slot, like allergens, quantities or preferences). Include how many volunteers this slot needs in the “Volunteers needed” section.
  1. After creating your potluck slots, you can then add a wish list from any retailer or include supply suggestions from Evite’s retailer partners. This is especially helpful for drink, snack, serveware and dishware volunteers as they can shop for their items quickly and easily.
  1. Finally, review your potluck sheet, copy your shareable link and send it out to everyone on your list! We’ll send signups, reminders and slot updates to you and your volunteers before your lunch or dinner to make sure everyone is prepped for your potluck!

How do I create a signup sheet for post-game snack duty?

If your kids are into after-school sports, chances are, you’re very familiar with post-game snack duty. With Evite SignUp Sheets, volunteers can look forward to snack duty just as much as their little athletes do!

  1. Go to Evite SignUp Sheets and choose the Post-game snacks signup sheet template.
  1. Create a title for your post-game snacks signup sheet and add the location, who the organizer is, the organizer’s phone number or email and an optional note describing the snack duty process (reminding parents what time the games are at can be very helpful!). You can also personalize your snack duty sheet by changing the background and title image.
  1. Next, add the date(s) for each game you’ll need someone to volunteer for snack duty. You can also add an optional description (perfect if you need to provide more clarity about what's needed, like food allergens, quantities or preferences). Include how many volunteers this slot needs in the “Volunteers needed” section. You can easily duplicate each row of slots and adjust as needed by tapping on the three dots to the right to make setting up a full schedule at once easier.
  1. After creating your snack duty slots, you can then add a wish list from any retailer or include supply suggestions from Evite’s retailer partners. These are to help your volunteers find and purchase supplies quickly and easily if needed.
  1. Finally, review your snack sheet, copy your shareable link and send it out to everyone on your list. We’ll send signups, reminders and slot updates to you and your volunteers before each date so everyone will be ready for game day!

How do I create a signup sheet for a parent-teacher conference?

Parent-teacher conferences offer parents a great opportunity to meet with their child's teacher to discuss how their little genius is progressing in school. With Evite SignUp Sheets, teachers can easily create conference time slots for single or multiple days with our Parent-teacher conference signup sheet.

  1. Go to Evite SignUp Sheets and choose the Parent-teacher conference signup sheet template.
  1. Create a title for your parent-teacher signup sheet and add the location, who the organizer is, the organizer’s phone number or email and an optional note about the conference. You can also personalize your parent-teacher conference sheet by changing the background and title image.
  1. Next, add the date(s) for your parent-teacher conference. You can also add an optional description. Add the start and times for your first time slot. Once you create your first time slot, tap on “+Add time slot” below to add more time slots. If your conference is running for more than one day, you can easily add another date by tapping “+Add another,” or tap on the three dots to the right to duplicate the previous date’s schedule and adjust as needed to make setting up a full schedule at once easier.
  1. After creating your conference slots, you can then add a wish list from any retailer or include supply suggestions from Evite’s retailer partners. These are to help your volunteers find and purchase supplies quickly and easily if needed.
  1. Finally, review your parent-teacher conference sheet, copy your shareable link and send it out to everyone on your list. We’ll send signups, reminders and slot updates to you and your volunteers before each date so everyone will be ready to meet with you!

Evite SignUp Sheets

The simplest, best way to create signup sheets is here! Evite SignUp Sheets was developed in response to countless parents, teachers and party organizers asking for a more streamlined way to coordinate signups for school events, after-school extracurricular activities and potlucks.

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Evite SignUp Sheets are perfect for organizing everything from snack duty to parent-teacher conferences to class parties. Our signup sheet templates are modern, easy to use and completely free! Plus, we keep you in the loop on your volunteers—we’ll email you as soon as someone signs up for a slot, send out automatic reminders to volunteers about your upcoming event and inform you if anyone cancels their slot. We’ll also email your volunteers if you update your signup sheet—including if you cancel their slot or the entire sheet—so you don’t have to.

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The Simplest, Free Way to Create Signup Sheets (2024)
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