How to Create a Volunteer Sign Up for a Nonprofit

Set up roles, shifts, and reminders in a few simple steps

A clear volunteer sign up helps nonprofits fill roles faster, reduce no-shows, and spend less time coordinating logistics. This step-by-step guide walks through how to create a volunteer sign up that’s easy for organizers to manage and simple for volunteers to use.

Quick Summary

• Best for: Event volunteers, ongoing programs, and microvolunteering
• What you’ll do: Create roles or time slots, set limits, and turn on reminders
• Why it works: Volunteers know what’s expected and organizers can see coverage at a glance

Before You Start

Before creating your volunteer sign up, gather:

• A list of volunteer roles or tasks
• Dates and times help is needed
• How many volunteers you need per role or shift
• Any information volunteers must provide

Doing this upfront keeps your sign up clear and prevents last-minute changes.

How to Create Your Volunteer Sign Up with SignUpGenius

General Guidance for Your Sign Up

This is the core workflow most nonprofits follow.

Step 1: Plan Your Volunteer Needs

Before creating anything, map out what you actually need.

Ask yourself:

• What tasks must get done?
• How many people per task?
• What time coverage do you need?

Break work into specific roles, not vague asks.

❌ "We need general volunteers"
✅ "We need 2 greeters (welcome families), 3 sorters (organize donations), 1 runner (deliver bags to cars)"

Quick planning formula:

• Small event (under 50 people): 5-8 volunteers
• Medium event (50-150 people): 10-15 volunteers
• Large event (150+ people): 20+ volunteers
• Adjust based on complexity and duration

Best practice: Write down every task, then group related ones. If a task takes less than 30 minutes, combine it with something else.

Step 2: Choose Roles or Time Slots

Decide how volunteers will sign up:

• Roles work best when tasks differ
• Time slots work best when coverage matters
• Many nonprofits use both

Step 3: Create the Volunteer Sign Up

Set up your sign-up with three essential elements:

1. Clear Title

❌ "Volunteer Sign Up"
✅ "Saturday Food Distribution Volunteers — March 15"

Make it specific: what, when, where.

2. Helpful Description

Include:

• What volunteers will do
• Time commitment
• What to wear/bring
• Where to park/check in

Example: "Help us serve 200 families at our monthly food distribution. Volunteers will greet families, sort donations, and load cars. Wear comfortable clothes and closed-toe shoes. Park in the west lot and check in at the volunteer table."

3. Capacity Limits

Set realistic limits per role or shift:

• If you need 2 greeters, set capacity to 2
• If you need 5-6 sorters, set capacity to 6 (slight cushion is okay)

Why limits matter: "Unlimited spots" signals desperation. "3 spots left" creates healthy urgency.

Pro tip: For mission-critical roles, plan 10-20% over-capacity to account for potential no-shows.

Step 4: Add Only the Questions You Need

Every required field reduces completion rates.

*The number of questions allowed depends on your paid plan level.

Best practice: If you're tempted to add a question, ask yourself: "Will I actually use this information?" If no, cut it.

Step 5: Turn On Reminders and Deadlines

Automatic reminders dramatically reduce no-shows.

Two critical settings:

1. Sign-Up Deadline

• Close sign-ups 24-48 hours before the event
• Gives you time to plan based on actual attendance
• Creates urgency for procrastinators

Example: For a Saturday 9 AM event, close sign-ups Thursday at 5 PM

2. Automatic Reminders

• Send one reminder 24-48 hours before
• Include: time, location, parking, what to bring

Sample reminder text: "Quick reminder: You're volunteering tomorrow (Saturday, March 15) from 9–11 AM at Roosevelt Community Center. Park in the west lot and check in at the volunteer table. Can't make it? Let us know: [link]"

Best practice: One reminder is enough. More than that annoys people and reduces effectiveness.

Step 6: Share the Sign Up

Get your sign-up in front of the right people.

Step 7: Monitor and Adjust

• Once your sign-up is live, actively manage it.

Daily check-ins (until event):

• Are critical roles filling?
• Any gaps that need attention?
• Are people asking questions in comments/emails?

If roles aren't filling:

• Simplify descriptions (might be too complicated)
• Reduce time commitment (try shorter shifts)
• Personal outreach (ask specific people directly)
• Highlight urgency ("Only need 2 more volunteers to make this happen")

If roles fill too fast:

• Add backup/waitlist spots
• Create additional roles if you can accommodate more help
• Thank people and redirect: "This event is full, but we'd love to have you at our next one on [date]"

Common Settings Nonprofits Miss

• Capacity limits per role or shift
• Clear role descriptions
• Automatic reminders
• Backup or waitlist coverage
• Reusing sign ups for recurring needs

These small details make a big difference in how smoothly volunteer coordination runs.

Volunteer Sign Up Best Practices

Once your sign up is live, a few best practices help it perform better over time.

• Keep roles specific
• Limit choices
• Use reminders
• Plan backups
• Reuse sign ups

Make it happen!

FAQ: Creating Volunteer Sign Ups

How do I make a volunteer sign up sheet?

A volunteer sign up sheet lists roles or time slots and allows volunteers to claim a spot online. Online sign ups update automatically and reduce manual tracking.

What information should I collect from volunteers?

Collect only what you need to run the event or program. Name and email are usually enough.

How do I reduce volunteer no-shows?

Clear role descriptions, capacity limits, and reminder emails significantly reduce no-shows.

Can I reuse a volunteer sign up?

Yes. Reusing sign ups saves time for recurring events or ongoing volunteer needs.