In this post, we will give you step-by-step instructions on how to create an online signup on SimplyCircle. If you manage a circle and need people to do something or bring something, read on. We’ll show you how to set up an online signup sheet in 1 minute or less!
Let’s start with the simplest case: a one-time event for which you need volunteers. This could be a classroom party, a field trip, or any other type of event.
Example #1: One-time event with X number of volunteers needed.
Start by logging in, clicking on New Item, and selecting Event. Put in event details (name, date, start and end time, and a brief description). Then click on “Create a sign-up sheet” option. That opens up a dialog box where you can specify what you need, how many. You can add notes (those are optional).
Here’s an example:
After you click “Share”, the event will be posted to your circle, and emails will go out to all of your circle members, asking them to sign up. They can sign up with one click, and they will be reminded automatically about their commitments, so that’s one less thing for you to worry about.
This is what it looks like to a circle manager when it’s posted. As you can see, we created 3 rows for the 3 volunteers you said you needed. (If you change your mind and you need fewer or more people, click on the pencil icon to edit).
One convenient option we provide is that you can assign your circle members to volunteer. So for example if somebody tells you in person “I can do it”, you can click on the event, pick their name from the dropdown menu, and click on “Update signups”:
Once you update the signup, it looks like this. As you can see, there’s just 1 spot left on your signup sheet:
Let’s move on to the next case, where the event is recurring.
Example #2: Recurring event with X number of volunteers needed.
This type of signup is appropriate for situations that occur regularly. For example, you need a parent volunteer for the library every Monday at 9 am, or you need someone to pick up laundry every Friday afternoon, or whatever.
Start by logging in, clicking on New Item, and selecting Event. Put in event details (name, date, start and end time, and a brief description). Set up your recurring rules by clicking on “Repeat” option. In the example below, I set it up to recur weekly, on Mondays, and for the series to end after 10 occurrences.
Then click on “Create a sign-up sheet” option. That opens up a dialog box where you can specify what you need, how many. You can add notes (those are optional).
After you publish it, the entire series gets created. Circle members can then sign up for one or more of the days. In the example below, one of the parents is signing up for the first Monday:
She clicks on “Signup” and sees this:
Example #3: Ask circle members to bring something.
This works great for a potluck dinner, a classroom party, or if you need some supplies. The example we’ll give below is when you need classroom supplies by a certain date. Since there’s no event for your circle members to attend, you can set it up as a task with a deadline by which you want them to send in the supplies.
Log in, go to New Item, and select Task. Put in basic details, then click on “Create a sign-up sheet” option. Put in the list of things you need, and how many, and add optional details. (If you were organizing a potluck, for example, you may say that you need 3 appetizers, 5 entrees, 4 desserts, etc.)
Example #4: Create a signup sheet with time slots.
Perhaps the best example of time-slot based signup is parent-teacher conference. You can set it up as a multi-day event if it goes over multiple days, or as a one-day event. To create a signup sheet with time slots, click on “Create a sign-up sheet” option, and then select “Show time slots”:
Create as many time slots as you need, and specify how many people you need for each. Typically in a parent-teacher conference you wants just 1 person to sign up for each slot:
When you publish it, this is what it will look like to you:
Example #5: Create a signup sheet with different roles.
Let’s say you have an event for which you need people to do different roles. Maybe there’s a field trip for which you need both drivers and chaperones. Or maybe you have a school concert where you need some people to sell tickets outside, others to work as ushers, and yet others to be backstage with the students.
Set up the event, and then ask for each role in a separate line:
This is what it will look like when you publish it:
Last but not least, let’s tackle the most complex situation where you have both different roles and different shifts or time slots. The good news is it’s still very easy to do!
Example #6: Create a signup sheet with different roles AND different time slots.
Examples of situations where you need that include:
- A classroom party where you need people to set up vs. clean up (at different times)
- A school fundraiser where you need people to work in shifts doing different roles
- A field trip where you need some drivers at the beginning, chaperones during the trip, and drivers at the end
As usual, you set up an event, click on “Show time slots”, and then use each row for a single combination of role and time slot (e.g., you need 3 drivers from 8 am to 9 am):
Here’s what the event looks like after you publish it:
We hope this helps! If you have any questions, send us an email at firstname.lastname@example.org – we’ll be happy to help!