Skip to main content

Volunteer Signup Sheet

  • Updated

Contents

Introduction

Besides assigning volunteers, you can also create a signup sheet through which to invite people to choose the day and role in which they would like to participate. You can find the option at the top right of the Volunteers section.
 

How it Works

You create a signup sheet to list people whom you would like to invite to your event, including for a specific date or role. People receive an invitation email and can respond via email or from within their member accounts. When responding, they can select which date or role they want. Once someone responds to an invite, they are assigned as a volunteer to your event, according to their selection.

Create a Signup Sheet

To create a signup sheet:

  1. Click Signup Sheets in the Volunteering section.

     
  2. Click Create a New Signup Sheet.


     
  3. In the New Signup Sheet window, configure the following:
    1. Choose a Title for your sheet.
    2. Select the Roles for which you want to allow signups via this sheet. The available roles are those created for the specific event you are working with. 
    3. Select Occurrences: If the event you are working with is recurring, you can also select the Occurrences to which you can restrict the sheet. 
    4. Under Settings, configure the following:
      • Enable volunteers to view others signed up on the same sheet on the same day: If enabled, this setting lets people see who else has signed up on the same day.
      • Enable signup for more than one role; If enabled, this setting lets people sign up for more than one volunteer role.
      • Enable signup for filled roles: If enabled, this setting lets people sign up for a role even if it has been filled.
    5. Configure the Invitation Message: You can edit the message subject and body, and use merge fields to customize the information for the specific people receiving the invite. You can choose whether to send the invitation via email or push notification.
    6. Click Create to create the signup sheet.


 

As soon as your sheet is created, you will see it listed along with specific options. To create a new sheet, click Create a New Signup Sheet, at the bottom right of the window.
 

Edit and Delete a Signup Sheet

To edit a signup sheet, click Edit next to the sheet in question.

You can make changes to your sheet or delete it using the Delete button on the bottom left.

Invite Volunteers to Sign Up

To invite volunteers to an event:

  1. Click Invite Volunteers under the sheet you want.


     
  2. Click Add Members.
  3. Select the people you want to invite, then click Add. 


     
  4. Once making your selection, you can review your list of invitees, then click Send Invitations. 

  1. Once you send your invites, you will find them listed under the Invited section of the sheet. 


     
  2. From the Invited section, you can review your list of invitees, resend or delete invitations.
    1. From the individual volunteer record, you can resend or delete their individual invite.
    2. From the bottom right of the window you can Resend Invites To All, or Resend To Volunteers No Signed Up Yet. 

Preview Your Sheet

Click Preview Sheet to view submitted signups per day and role. 


 

In the Preview section, you can also assign yourself to a day and role, without having to switch to the Member View.
 

Share Your Sheet

Besides inviting volunteers via email, you can also share your signup sheet with them using a direct link or QR code. You can share these on your Member Portal in a card, or anywhere online. Just keep in mind that, for the moment, the feature is only available to members, who are logged into their ChMeetings accounts. Any guests who want to volunteer will need to register for an account and they will then be able to sign up for your event.
 

 

How Members Respond to Invites

Members can respond to a volunteering invite as follows:

  • By clicking the link provided in the invite email.
  • From within their account, by going to Volunteering > Invitations. 

Signup sheets are accessible to registered and unregistered members, so anyone can sign up as a volunteer, regardless of whether they have an account. 

People can date when or the role within which they want to participate. For a one-time event, only roles can be selected, since the date is already set. For a recurring event, both dates and roles are available to select. These options are the default, but each sheet can be restricted to specific roles, occurrences, or both. 


 

Members can choose to retract their acceptance to volunteer for an event at any time after having accepted an invite. 

Related articles