How to Use the Signups Feature

Need to know how many folks are coming to Church on Sunday, track who is bringing what to the parish potluck, or take a quick poll on where your next retreat should be? We’ve got you covered with our fully customizable Signups tool.

Getting Started

Create a new Signup by clicking on the Signups and Events tab on the left-hand side panel. Then, select either the +New button at the bottom of the purple dropdown or the + New Signup button at the top right-hand corner of the page.  

Next, you will need to decide what type of Signup you would like to create. No matter what info you need to collect, we've got you covered! You can choose:

• one of our premade templates, OR
• start from scratch with one of these 5 options:
  • General Event — create a Signup for a general event and allow members to list other members of their party. (When you enable online giving within Flocknote you can also collect registration feeds for classes and retreats)
  • Tickets or Seats — create a Signup for your members to reserve seats (or buy tickets to an event when online giving is enabled)
  • Simple Selection or Poll — create a Signup to allow items of shifts to be selected without slots. This works great for a quick poll (or fundraiser if online giving is enabled)
  • Items — allow volunteers to sign up to bring a specific item. Great for potlucks and class parties! (When you enable online giving within Flocknote you can collect money for pizza or fish-frys, sell t-shirts, and more.)
  • Volunteers Scheduling — create a Signup for specific time slots of tasks for volunteers

Not sure which Signup type will work best for you? Reach out to us at help@flocknote.com.

Next, click in the text box under "Signup Title" to type in a name for your Signup. Once you have picked the perfect title, click Let's Go to continue the setup process.

How to add items to your Signup

You can add multiple items/options to your Signup in just a few clicks!

1. Type in a title for your first item/option.
2. Set the max slots per item (the maximum number any individual can claim for this particular slot.)
3. Add the total available slots (the total number of slots allocated for this item. When this many have been claimed, this slot will no longer be available as a selection for members signing up.)
4. You can check this box to show how many people have signed up for the item. Deselect it if you'd like that information to be hidden.

Once you have made all the necessary adjustments for that item, click Add Item.

Repeat this process as many times as you need by selecting Add another Item. Once your last item has been added, select I'm Done.

Customizing your Signup

There are several other settings you can modify and customize on your Signup. You can customize with branding colors and an image from the Items tab. Select Customize to:

1. Change the background color of your Signup
2. Add a picture or video
3. Add a description (this is a great place to add additional information if your Signup has agree/don't agree questions)

To review other custom settings, select the Signup Options tab. These settings include:

• Allowing members to sign up for multiple items
• Setting an automatic reminder to send out to members about their Signup (please note, this can only be set and sent once. However, you can send out a text reminder after that!)
• Automatically closing the Signup at a certain time
• Showing confetti when a member completes a Signup
• Notifying admins when someone signs up.
• Editing the Confirmation Email

*Note: Signups have the "Show confetti when a member completes a Signup" option selected by default. If you have created a Signup where you do not want confetti to be shown, be sure to deselect this box.

Notification Settings

When this option is selected, a drop-down menu will appear where you can select an admin who will receive Signup notifications. Notifications will be sent for sign-ups, modifications, and cancellations. If the "Share this Signup with other groups..." is selected in Privacy settings (read below), then Group Admins will be listed to receive notifications. If unchecked, only Super Admins will appear.

Privacy Settings

Signups are public and shared with other groups/admins on your network by default. To disable either of these features, be sure to uncheck both boxes under the Privacy section. Check out the image below for more details about these options.

What will my members see?

When opening up a Signup from a Flocknote email/text or by visiting the Signup's unique URL, members will see a list of all of the items on that Signup. To sign up for a spot members will simply select the item(s) they want to sign up for, add others to their reservation if applicable, and then click the green Sign Me Up / Sign Us Up button to submit their selection. Just like that, they are all set. 👍

Tracking respondents 

Admins can easily track respondents by returning to the Signup page. On your Flocknote network, click Signups and Registration in the dark, lefthand menu, then click the name of the Signup you are looking for.

1. Click the Items tab
2. Select the item that you would like to see the respondents for.
3. Click the Respondents tab in the far right column.

This will show a list of all of the members that have Signed up for that particular item so far. If you have previously removed a member from this signup or if members have canceled their own sign-ups, a Show cancellations option will appear at the bottom of the page.

Respondent data options

• export a spreadsheet of your respondent data (who signed up and for which slots)
• add everyone who signed up to a specific group
• or create linked groups, which you can learn more about here.

Linking Groups

Did you know you can easily link groups to your Signups?🎉

This means that when folks utilize your Signup (whether it's to respond to a poll, sign up for Sunday Mass or service, volunteer for an event, etc.) they can automatically be added to a group. This is a great way to keep track of and stay in contact with members who use your Signups!

Creating New Linked Groups

To create new linked groups, simply click Respondent Data at the top menu of your Signup. From there, you'll either have a list of three options or respondent data with the custom field info. If you see a button that says Respondent Options, click that and from there you can export respondents, add all respondents to an existing group, or create new linked groups. Select Create linked groups.

Members who sign up for an item will automatically be added to the linked group! This is great, for example, to keep your volunteers organized. That way you can communicate and send out specific reminders based on what a member signs up for. 

Linking to Existing Groups

You can also easily link your Signups to existing groups in your account! Simply choose a specific Signup item (as opposed to the entire Signup) and link just that item/slot to an existing group. 

To do this, follow these easy steps:

1. Click on the item.

2. Select Respondents

3. Select Link to a group

4. Finally, scroll from the list and choose the group you'd like the item to be linked to!

Members who sign up for this item will automatically be added to that linked group! This is great if your Signup is related to a group that already exists in your account! 

Adding Members to a Group

You can also easily add members who sign up for an item/slot to an existing group! This is a little different from linking your Signup item to a group. This instantly adds all your members who have already signed up for an item into an already existing group. If you are hosting an event that might contain members interested in a related group, this is a great way to get members who signed up plugged into your group!

This is also super helpful if a Signup is closed and members will no longer be signing up. You can still get those members added to the right group so they can continue to hear from you! 

You can easily add all members who have signed up by clicking the Respondent Data option on the top menu of the Signup. From there, select Add all respondents to a group or if you have customizable fields, click the Respondent Options button then select Add all respondents to a group.

We hope this helps! If you have any questions about how Signups can best fit your needs, please reach out to us at help@flocknote.com – we love brainstorming with you! 😃