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Volunteer sign-up
To sign up, use the link your event organizer shared with you, or pick an event from at the bottom of this page.
Organizers: set up a sign-up
Each event is a Google Sheet in the PTO's Events folder. Fill in the sheet, then get a link to share.
Need to create your event spreadsheet? Show steps 1–6
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Open the Events folder
EventsOpen in Google Drive ↗No access? Email admin@bishopschoolpto.com and ask to be added.
Apps › EventsPast eventsEvent TemplateFall Book Fair (sample) -
Copy the template or an old event
Open Event Template, or a past event like yours, and choose File → Make a copy. Name it after your event.
- Keep the copy directly in the Events folder, not inside Past events or another folder. Copies of past events land in Past events, so move yours to Events.
- Copied an old event? On the Signups tab, delete every row except the header row. Its old short link and QR code are replaced when you make a new one in step 6.
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Fill in the Event tab
Change only the Value column.
Event tab A B C 1 Field Value Notes 2 title Fall Book Fair Shown at the top of the sign-up page. 3 description Help students find books… Optional. Shown under the title. 4 location School Library Optional. 5 organizerEmail you@example.com Optional. Gets an email for every sign-up and is shown to volunteers. 6 confirmationSubject See you at the Book Fair, {firstName}! Optional. Subject of the volunteer's email. 7 confirmationMessage Please check in at the front office… Optional. Added to the volunteer's email. 8 organizerSubject [Book Fair] {name} – {slot} Optional. Subject of your email for each sign-up. 9 organizerMessage Add them to the volunteer group chat Optional. Added to your email for each sign-up. -
Add your slots on the Slots tab
One row per job or shift. capacity is how many volunteers it needs. Type dates and times like
10/23/2026 9:00 AM.Slots tab A B C D E 1 slotId label start end capacity 2 setup Setup 10/23/2026 8:00 10/23/2026 9:00 3 3 checkout Checkout table 10/23/2026 9:00 10/23/2026 11:00 2 4 Cleanup 10/23/2026 14:00 10/23/2026 15:00 1 - Leave slotId blank on new rows (like row 4); the app fills it in.
- Never change or delete a slot people have already signed up for.
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Ask volunteers questions (optional)
ShowNeed a T-shirt size, allergies, or a background-check confirmation? Add one row per question on the Questions tab. They appear on the sign-up form, and each answer gets its own column in the Signups tab.
Questions tab A B C D 1 question type options required 2 T-shirt size choice S, M, L, XL yes 3 Food allergies? paragraph no 4 I've completed the district background check checkbox yes - type:
text(short answer, the default),paragraph(longer answer),choice(pick one of the options, separated by commas) orcheckbox(a box to tick). - required:
yesmeans volunteers can't sign up without answering (for a checkbox: without ticking it). - Up to 10 questions. Avoid renaming a question after people have answered it: the new name starts a new column.
- No Questions tab? Add a tab named Questions with those four column names in row 1.
- type:
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Personalize the emails (optional)
ShowThe volunteer's email. Every volunteer gets an email with their slot, time and place. Use the
confirmationSubjectandconfirmationMessagerows to change its subject and add your own message, such as parking, what to bring or what to wear.Your email. If you set
organizerEmail, you get an email for each sign-up with the volunteer's details. UseorganizerSubjectto give it a subject that's easy to filter, like[Book Fair] {name} – {slot}, andorganizerMessagefor a reminder to yourself, like "Add them to the volunteer group chat". Waitlist sign-ups keep "Waitlist:" in front.- These words are replaced with each volunteer's details, in both emails:
{firstName}{name}{email}{phone}{event}{slot}{when}{location}. A blank phone number becomes nothing. - For a new line in the message, press Ctrl+Enter (⌘+Enter on a Mac) inside the cell. Web links become clickable.
- Don't see these rows? Add them at the bottom of the Event tab: the name in column A, your text in column B.
- To try it out, sign up for your own event, then delete your row from the Signups tab.
See you at the Book Fair, Jane!
Hi Jane,
Thanks for volunteering! You're confirmed for:
Event: Fall Book Fair
Slot: Setup
When: Fri, Oct 23, 2026, 8:00 AM – 9:00 AM
Where: School LibraryPlease check in at the front office and wear your PTO shirt. Thank you, Jane!
Need to change something? Email the organizer at you@example.com.
- These words are replaced with each volunteer's details, in both emails:
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Get your sign-up link
Copy your spreadsheet's link from your browser's address bar and paste it here. Share the sign-up link, short link, or QR code with volunteers.
Don't have an event spreadsheet yet? .
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Watch sign-ups on the Signups tab
Each sign-up adds a row. The app writes this tab, so please only change the status column. The sign-up page only shows first names and last initials.
Signups tab A B C D E F G H 1 signupId slotId slotLabel name email phone note status 2 988640f1-… setup Setup Jane Doe jane@example.com 555-0100 Happy to help! confirmed 3 4c1d27a9-… setup Setup Sam Roe sam@example.com waitlisted - When every slot is full, volunteers can join a slot's waitlist. They show up here with status
waitlistedand don't take a spot. - Volunteers can cancel with the link in their confirmation email. Their status becomes
cancelled, and if the slot has a waitlist, the next person in line automatically gets the spot (statusconfirmed) and an email. You get an email either way. - Changing a status yourself doesn't move anyone up. If you cancel someone by hand, give their spot to the next waitlisted person by changing their status to
confirmed, and let them know.
- When every slot is full, volunteers can join a slot's waitlist. They show up here with status
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Close sign-ups when you're done
Move your spreadsheet into the Past events folder (inside Events). New sign-ups stop right away. The sign-up page still shows who signed up, with a note that sign-ups are closed.
Questions or problems? Email admin@bishopschoolpto.com.
Open sign-ups
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Sign-ups for this event are closed.
Every spot is taken. Pick a slot below to join its waitlist: if someone cancels, the next person in line gets their spot automatically and an email.
You're signed up!
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