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First, I need to credit the idea behind this post to my son’s amazing fourth grade teacher. He figured it out first. I liked it so much as a parent that I stole it to use for our classroom.
The vast majority of the communication with parents at our school happens via email. Most teachers email their newsletters. Room parents plan parties through email and the administration sends out their information this way too. We are fortunate to be part of a community where we can be pretty confident that all of the parents have internet access on a regular basis. This works beautifully most of the time. I think parents are better informed and feel more connected to the school as a result of this electronic communication.
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There is really only one time when doing things by email seems to bog us down, and that’s when it’s time to ask for parent volunteers. Another of the great things about our school is the way that the parents here are so generous with their time and money. People are quick to offer to lend a hand or send in donated supplies. I’ve seen sign up sheets for class parties fill up within hours because parents are so willing to help. Where it gets tricky is when an initial emailed request for help results in 25 “reply all” emails with parents offering their time and supplies. Again, it’s fabulous to be part of a group of such generous people, but scrolling through 25 emails to figure out whether or not the need for 30 plastic forks has been covered or not can try the patience of the best of us. This is why I was so thrilled when the last time my son’s teacher put out a call for donations, he created a shared Google document that allowed parents to sign up on a “live” sign up sheet. All of the parents could see the sign up sheet and as each parent added his or her contribution, that would be updated on every other parents’ sign up sheet. To see if someone had offered to bring in forks, I simply had to scroll down to the box next to “Forks” and see if there was a name by it. It worked so well as a parent that I used the system the next time our class was soliciting donations. It was equally easy to use on the teacher end of things.
First you’ll need to sign into your Google account. Next, click on “Drive.” The screen you see will look something like this:
Next you’ll click on the orange “CREATE” button and select the type of document you want to create. A spreadsheet is often good for sign up lists, but you can create a regular document as well. I’m going to create a spreadsheet. Your sign up list doesn’t need to be particularly complicated. A two column sheet like the one I created is often good enough.
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I created the list of needed items, and added my name so that parents would know where to sign up. There’s plenty of room to make this more fancy. Another, perhaps nicer looking option is to make a table using the “documents” rather than a spreadsheet. I’ve done it both ways and neither seemed too complicated for our parents to handle. One of the great things about using Google Drive is that it saves everything as you go, so there was no need to “save” this document to a specific place. What I did need to do though, was to “Share” this document. “Sharing” the document is the way that all of the parents in my class will be able to see it. To do this, click on the “Share” button in the upper right corner. When you do, the following box will pop up:
Go to the area of the box that says Who Has Access and below that, “Private.” Click on the link that says “Change…”
Click on “Can view” to see the drop down menu and choose “can edit” this will allow your parents to edit the document that you are sharing with them. It’s the part that lets them add their name to your sign up sheet.
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Copy the “link to share.” (I blacked out part of my link for privacy reasons.) This is the link that you will paste into your email when you tell people where to go to sign up.
The rest is easy! Simply draft an email to your parents giving them the link to your document and ask them to click on the link to add their name to the sign up sheet. You can monitor the sign up sheet from your own Google account and see how well needs are being met. We sent out a second email with the link as a reminder to parents the day before we needed the items they had signed up for. **Quick note for anyone from my school who happens to be reading this: Copying and Pasting the link with our school’s main email system did not work for me. I had to paste the link into my gmail account and then forward that to our main email system.
Really, there are so many uses for this little trick. Even if all of your parents aren’t on email, all of your teachers probably are. You can use this technique with teachers to sign up for things too. A soccer coach could also do a snack sign up sheet this way. I’ve played around with a number of other computer sign up systems. There are several online. Google “Digital Sign Up Sheet” and you’ll get plenty of hits. What I like about using Google drive to do this, is the simplicity. No one has to sign in with their name and email address each time. I as the teacher don’t have to enter everyone’s email address. I simply make a document, share it with my intended recipients, and I’m done!The ultimate goal of sign-up sheets is to gather information from specific people. In business contexts, you can use one to collect the details of a meeting’s attendees. Other applications include setting appointments, gathering volunteers, and more.
Free Sign In / Sign Up Sheet Templates
In this article, we’ll provide 10 Google Docs sign-up sheet templates you can use in business, education, and events. In case you don’t find one that meets your needs, we have also included a guide on how to make a sign-up sheet from scratch.
Sign-up sheets help a lot in organizing your gathered information. They contain columns and rows where people can enter their details. This lets you put categories at the top (name, contacts, etc.), making for an easy-to-read layout.
They can also streamline the information collection process. This is because you’re adding standardized fields that people should fill out. In turn, this also saves time and reduces errors.
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You can further edit your templates to add details that people signing up need to know. For example, you can enter the event title, date, location, contact person, and more at the top of the sheet.
Many sign-up sheet templates come with numbering at the side. This lets you know the total number of people who signed up, which you can use in your planning. For example, with this information, you can estimate how many seats to prepare for an upcoming conference.
If you’re an assistant, you know how hard it is to track people who want to meet your boss. This appointment sign-up sheet template with time slots lets you organize their details and allotted schedule while also avoiding missed or double bookings.
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Businesses often deal with confidential and sensitive information, therefore, in a business meeting, you have to carefully select what details to share, according to the participants. You can use this template to know who will be present at your future conferences. It also allows you to prepare enough seats, food, or gifts depending on the number of registrants.
Employee skills might rust over time, showing the importance of (at least) yearly training. With this template, you can gather the details of the employee teams under your business. For example, you can get their basic information, dietary restrictions, special needs, and so on.
You can use this template to gather participants who are interested in various sports and activities for an intramural event. Here, registrants can record their name, phone number, gender, preferred sports to play, availability for practicing, and more. Once filled out, you can also check the number of participants per sport to see if there are enough members to play.
Create A Sign Up
If you’re a teacher, gathering your students’ details (like phone numbers, ) on a class registration sheet is necessary. This way, you can ensure everyone receives all important class notifications. Use this template to record their contact information. Other fields in the template include registration type, special needs, and signature.
Clubs can use this template to gather information from interested individuals. Besides the
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