Are you organizing an activity, event, or function to bring people together? PartyLabz has a feature called "Signup List" that helps you create Sign Up Sheets and save your time.

Here are some examples of how you can use the sign up list functionality:

  • Volunteer SignUp: Each signup sheet item represents an activity for volunteers to sign up.
  • Potluck Sign Up Sheet: Each item represents a food category like appetizers, main dishes, and beverages. Guests sign up for a category, and in the comments, they provide information on what specific dish they are bringing, such as chicken bites or chicken wings for a certain number of people. Alternatively, a signup item can be a specific dish, and guests sign up to cook and bring them.
  • Carpool: Each item represents a car, and the available quantity is the number of available seats in the car. Guests sign up for cars they want to get a ride from.
  • Gift Registry: Each item can be a gift category like "Clothes," "Footwear," or "Board Games." Guests sign up, leaving comments on what specific item they bought. Alternatively, each item can be a specific present, and guests sign up to buy them, avoiding duplication of gifts.
  • Accommodations: Each item can be a room with a number of available beds or a hotel with a number of available rooms. Guests sign up for beds in rooms or rooms in hotels, helping to plan accommodation arrangements.
  • Menu: Each item represents a dish, and guests sign up for the dishes they would like to have.
  • Sub-events: Each item represents a sub-event of your main event, such as rehearsal dinner, ceremony, photo shooting, reception, etc. You can limit the number of people who can sign up for each sub-event.

How to create a signup list

Assuming you've already set up your event website and adjusted it according to your needs, this section provides guidelines on using the "Signup List" feature.

To add a "Signup List" tab to your event website, navigate to your "Dashboard" page and locate the "Edit Event Website" button. From there, click on the "Add tab" option next to the Description tab. Choose the "Signup List" function and provide a name for the tab, select an icon, and set viewing permissions and other preferences, such as a custom name for the "Signup" button. Once all settings are configured, click "Save" to create the tab. After creation, you can click the "Save" button on the tab's toolbar to begin adding sign up list items.

The "Signup List" tab comes with various configuration options:

  • Who can see the tab: This setting defines the visibility of the tab. It can be set to everyone, including anonymous visitors, recognized guests only, or restricted to the host/co-hosts (useful during the draft stage).
  • Who can see functional information and how: This setting determines who can view guests' signups. Options include everyone seeing all signups, recognized guests seeing all signups, or recognized guests seeing only their own signups.
  • Who can change functional data on the tab: This setting specifies who can add new signup items. Options include the host/co-hosts or recognized guests. This is particularly useful for events like carpooling or potlucks.
  • Function mode: This setting determines whether signups are allowed and, if so, whether they should be stopped at a specific date.
  • Guest Print Mode: This option allows guests to print signup reports.
  • Signup Button Name: You can customize the name of the signup button according to your preferences.

When adding items to the signup list, you have the flexibility to provide detailed information for each entry:

  • Name: The name of the item.
  • Description: Additional details or information about the item.
  • URL: You can include a link so that guests can access more information about the item on a third-party website.
  • Image URL: If applicable, you can add an image URL. For instance, you can copy the image URL from Amazon or another store, or use a URL from your media files library at PartyLabz.
  • Available Quantity: Specifies the total quantity of this item. If set to 0, it means an unlimited number.
  • Max Quantity Per Guest: If provided, this specifies the maximum number of items a guest can sign up for. If no value is entered, it means that a guest can sign up for the entire available quantity.
Add a signup item dialog

The signup list is presented differently for hosts and co-hosts as opposed to regular guests. Hosts and co-hosts have access to signup, edit, and remove actions for each item, while guests can only sign up or edit/remove the items they have created, provided the host has permitted guests to create their own items. Additionally, hosts can view reports, download data, or create signup list items.

To automatically redirect guests to your signup sheet right after they RSVP for the first time, follow these steps:

  • Go to the "RSVP Settings" page.
  • In the dropdown menu labeled "Tab to open after guests RSVP the first time," select the desired tab.
  • Click on the "Save" button to apply the changes.
RSVP Settings page

How to sign up for signup list items

Please note that only recognized guests can sign up for items. A recognized guest is someone who visits your event website using a personal RSVP link. An anonymous guest becomes a recognized guest immediately after RSVP'ing and staying on your website. If they leave your website and want to access your event website with their personal link, they can find it in the RSVP confirmation email sent by our system. The personal link is also available in an invitation email or text if you invited guests using PartyLabz.

If a guest leaves your website and wishes to obtain their personal link, they can do so by visiting your event website, clicking on the "I have already RSVP’d" button, and entering their email address. In this case, our system will send them their personal link to the provided email address, which must be in your event guest list.

Here is how the signup list looks for your guests:

Signup list guest view

Guests can sign up for as many items as they want. To sign up, they just need to click on the "Signup" button. Please note that the button can be customized with your preferred name. In the popup dialog, they can choose the quantity (if allowed) and add comments.

Guest signup dialog

Once a guest signs up for an item, the "Signup" button will change to a "Cancel" button. This allows guests to cancel their signups if needed. The ability to cancel signups may be disabled by the host under certain conditions, such as when the "Function Mode" is set to "Disabled" or "Cut-off at," and the current date is equal to or after the specified date in the "Cut off the tab functionality at" setting.

If the host allows it, guests can view a list of who has signed up for each item:

Signup list items with signed up guests

The comments field provided by guests can be useful to avoid duplication in scenarios like potluck or gift registry.

If a guest mentions the names of accompanying guests, it's possible to select them from the dropdown and sign up on their behalf.

Signup list items with signed up guests

How to Check Who Signed Up for Which Items

Hosts and co-hosts can view and print reports for the signup list. To do this, go to the "Dashboard" page, click on "Edit Event Website," and navigate to the tab containing the signup list. The tab will feature a dropdown button labeled "Print," offering the following options:

  • Print (Group by items): Grouping by item: This report organizes information by item, showing the item name and a list of guests who signed up for it, including quantity and comments.
  • Print (Group by guest): This report displays guest names and a list of items each guest signed up for along with their comments.

When you click on any of the menu options, a new browser window/tab will open with the selected report data, and the report is ready for printing.

Users can also download a detailed report into a CSV file for further analysis in a spreadsheet application.

The Signup List functionality proves to be a valuable tool, simplifying the preparation for your event in numerous ways.

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