How to Create Reports and Export Sign Up Data

There are two ways to view your sign up data. For a fast look, use the Print Version. To pull everything into one place and export it to Excel, use the Reports tool. Here's how each one works, plus how volunteer hours reporting works on Gold and Platinum plans.

Viewing a Quick Print Version

This will give you a table style report of your sign up data such as who sign up and for which slot. When you're logged in, there are two ways to view and print reports:

Option 1

• Open your published sign up page
• In the Admin Bar at the top, click Print Version

Option 2

• From your Dashboard, click on Tools in the left navigation bar
• Click Print a Sign Up

This gives you a clean, printable view without building a full report.

Building a Full Data Report

Export sign up data whenever you need a full record of who participated, what they signed up for, and any details they shared along the way. This report pulls everything into one place, ready to download to Excel for record-keeping, board updates, or year-over-year comparisons.

• Log in to SignUpGenius with your email and password.
• Click the Reports icon on the left side of your account page.
• On the Sign Ups tab, check the box next to each sign up you want to include. Use Check All or Uncheck All to speed this up if you're pulling from several at once.
  • Older sign ups don't show by default, click Show Older Sign Ups Also to bring them into the list.
• Choose to include all dates from the selected sign ups, or select specific dates you'd like to include.
• Select your report style:
  • Total Sign Up Quantity by User — a simple headcount of how many slots each person signed up for
  • List of Users for Export to Excel — a basic participant list with names and contact info
  • List of Sign Ups for Export to Excel — full data, including phone, address, and custom question responses. Choose this one if you collected any of that on your sign up.
• Click Create Report to generate your data.
• On the results screen, use View Report Without Blank Slots to see only filled slots, or leave it unchecked to see both filled and open slots.
• Click any column heading, like First Name, to sort the report by that field.

Tracking Volunteer Hours (Gold and Platinum)

If you need to show how many hours your volunteers gave, Gold and Platinum plans include a Volunteer Hours Report that automatically totals service hours across one or multiple sign ups.

You can view totals by individual, or group results by family, class, or subcommittee. This is especially useful for recognition programs, grant applications, or reporting hours to a board.

If some of your slots aren't tied to a specific time, like a baked goods donation or a wish list item, you can choose how those count toward volunteer hours: ignore them entirely, assign a flat time value to all of them, or enter specific values for each one.

For the full walkthrough, see Track Volunteer Hours with a Report in the Help Center.

Frequently Asked Questions

Can I export sign up data to Excel?
Yes. From the Reports icon in your account, select List of Sign Ups for Export to Excel with All Fields to get the most complete data.

Does reporting work on RSVP sign ups?
No. RSVP sign ups don't have specific slots to track, so reports can't be generated. Use the Print Version instead to save responses.

Do I need a paid plan to track volunteer hours?
Yes. Volunteer Hours Reports are included on Gold and Platinum plans.

Can I run one report across multiple sign ups?
Yes. Select as many sign ups as you'd like when building your report, and the data pulls into a single view.