How to Make a Sign Up Sheet
4 free ways, and which one fits your event
To make a sign up sheet, list what people can sign up for (times, dishes, or jobs), decide how many people each item needs, and share it where people can add their names. You can do that with an online sign-up tool, Google Forms, Google Sheets, or a printed table. Here is how each works, and where each one breaks.
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Which method should you use?
| Online sign-up tool | Google Forms | Google Sheets | Word / printed | |
|---|---|---|---|---|
| Setup time | ~5 min | ~10 min | ~10 min | ~10 min |
| Limit spots per slot | Yes | Only with an add-on | No | No |
| People see who signed up | Yes | No | Yes | Yes, if they see the paper |
| Automatic reminders | Yes | No | No | No |
| Someone can erase another name | No | No | Yes | Yes, with a pen |
| Works for people not in the room | Yes | Yes | Yes, with access | No |
Method 1: an online sign-up tool
Best for anything with slots: volunteer shifts, potluck dishes, conference times.
- 1
Create the event
Name, date, location, and a one-line description of what people are signing up for.
- 2
Add slots
One slot per time, dish, or job. Set how many people each slot needs, for example "Setup crew: 3".
- 3
Add a question if you need one
For example "What dish are you bringing?" or "T-shirt size?"
- 4
Share one link
Email, text, group chat, or a QR code on a flyer. People sign up without an account.
- 5
Let reminders run
Everyone gets an email before their slot, so you do not have to chase anyone.
SignupKit is free for 5 sheets with 50 sign-ups each and 50 reminder emails a month, with no ads for the people signing up.
Method 2: Google Forms
Good for collecting information; weak at limiting spots.
- 1
Create a blank form
Add a short-answer question for name and one for email.
- 2
Add a multiple-choice question
List each slot as an option, like "Saturday 9–11 am".
- 3
Share the form link
Responses collect in a linked spreadsheet.
The catch: Google Forms has no built-in way to close an option once it is full, so ten people can pick the same shift. Add-ons can remove options as they fill, but nobody signing up can see who else is coming, and there are no reminders.
Method 3: Google Sheets
- 1
Make a table
Column A is the slot (time, dish, or job), column B is "Name", and column C is "Contact".
- 2
Add a row per spot
If a shift needs 3 people, give it 3 rows.
- 3
Share with "Anyone with the link can edit"
People type their name next to an open slot.
It is fast and everyone sees the list, but anyone with the link can delete or overwrite anyone else, and there is no record of who changed what unless you dig through version history.
Method 4: a printed sheet in Word or Google Docs
- 1
Insert a table
Columns: Slot, Name, Phone or email. One row per spot.
- 2
Add a title and the event details
Date, time, and place at the top.
- 3
Print and post it
On the break-room fridge, the church lobby, or the classroom door.
Still the right choice when everyone passes the same spot every day. It stops working the moment someone needs to sign up from home.
What to include on any sign up sheet
- Event name, date, time, and location at the top
- Each slot with a clear name: "Grill, 5–7 pm", not "Shift 2"
- How many people each slot needs
- Name and a way to reach each person
- One optional question, only if you will actually use the answer
- Who to contact if something changes
How to Create Your Sign Up Sheet with SignupKit
- 1
Create your event
Add the event name, date, location, and a short description for participants.
- 2
Add sign-up slots
Create slots for dishes, shifts, roles, or RSVP options. Set quantities and optional deadlines.
- 3
Share one link
Send a single mobile-friendly link. Participants sign up without creating an account.
- 4
Track and remind
See who signed up in real time, export the list, and send automated reminder emails.