Signups

The purpose of the signups tool is to provide a way for organizations to offer an online registration tool for people (often volunteers) to sign up for specific timeslots similar to SignUp Genius.

You can create signup events, event roles, set up timeslots for these roles, receive registrations for these roles including payment if applicable, manage these registrations, and set up automated reminder emails.

The majority of these functions can be performed on the Signups page. The information below provides more detail on how and where to perform each of these functions.

Note: The signup events features does not interact with the standard events calendar. If you want to add an event to the organization’s calendar, you will need to add it separately.

Page Privileges

Organization Mangers, Assistants, Activity Coordinators, and Event Coordinators have access to this page and can perform all page functions.

Page Filters

This page has two header filters: Organization and Location.

Prerequisites

• Add a Product: If your signup event charges a fee, you will need to add the product and its variation(s) in the Store.

• Add a Form: You will need to create a Signup form on the Forms page to be used by registrants.

Signup Events

• Location: The location where the signup event will take place.

• Title: The title of the signup event.

• Description: A description for the signup event. This field is displayed for online signups.

• Product: The product category and product to be used for registrants. If your signup event does not charge a fee, then these fields can be left blank.

• Form: The form to be filled out by registrants. When creating the form, you have the opportunity to add custom fields in addition to the standard form fields.

• Default Calendar View: The default view for the public calendar. Here are some recommendations based on common scenarios:

  • Multi-month Signup Event: List

  • Multi-week Signup Event: Month

  • Multi-day Signup Event: Week

  • One-day Signup Event: Day

• Open Date: The first date/time you want the signup event to be available online for signup.

• Close Date: The end date/time you want the signup event to be available online for signup.

• Allow Waiting List: Enable to allow registrants to be added to the waiting list if all spots are filled.

• Display Registrants on Public Calendar: Enable to show a list of current registrants in the popup on the public calendar. Note that you will always be able to see a list of registrants in the popups on the internal calendar.

• Active: Enable to show this signup event on other pages and on public calendars.

• Event Roles: Use this table to add roles for the signup event.

  • Title: The role title.

  • Variation: The product variation assigned to this role. The cost is determined by the variation.

  • Color: The color of this role’s timeslots on calendars.

  • Description: A brief description of the role that will display to the public.

  • Cost: Determined by the variation.

View/Edit Timeslots

To view/edit timeslots, click the Edit Timeslots icon in the Actions columns of the event’s row within the Signup Events table. A popup window with a calendar will appear.

See the article titled Navigating the Calendar for additional information on navigating the calendar.

Below is the list of fields associated with timeslots:

• Role: The role for the timeslot.

• All Day: Enable to set the timeslot to All Day.

• Start: Timeslot start date and time.

• End: Timeslot end date and time.

• Repeat: Use to make this even recurring.

• Capacity: Number of people who can sign up for this timeslot.

Note: to add a registrant on the calendar, right click on the timeslot and click Register.

View/Edit Signup Registrations

To view/edit registrations, click the View Submissions icon in the Actions columns of the event’s row within the Signup Events table. A popup window with a registrations table will appear where you can add new or edit existing registrations.

Copy Link and Generate QR Code

To copy the public link for the signup event, click the Copy Link icon in the Actions columns of the event’s row within the Signup Events table.

To generate a QR code for the signup event, click the Get QR Code icon in the Actions columns of the event’s row within the Signup Events table.

More complex link and QR code options are available on the Website page, Links tab. See the article Website - Page Links for additional information on creating more complex links.

Send Automated Reminder Emails

Automated reminder emails can be set up on the Preferences page, General tab in the Emails - Auto section.

Anyone who is subscribed to receive the signup reminder emails and are registered for timeslots within the specified time period will receive these emails.

Note: Participants who sign up for a timeslot are automatically subscribed to receive these emails.

Reports

The following reports are available for signups:

• Individual Registrations: shows a breakdown of each registration even though multiple registrations may have been submitted on the same form.

• Signup Events: table of the signup events.

• Signup Registrations: table of the signup registrations.

• Signup Timeslots: table of the signup timeslots in a calendar format.