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How do I create a sign-up sheet?

Create a sign-up sheet with our step-by-step guide. Provide event info, add sessions, and share with participants effortlessly.

Written by Kimberly Ford

Create a new sign-up sheet

From your dashboard, click the ‘Create’ arrow and select Sign-up sheet.

You can also click on the Sign-up sheet tab in your left-hand menu and then click 'Create'.

Provide event details

Provide the Title, Description, Calendar connection, and Video conferencing settings for your sign-up sheet.

  • You do not need to connect your calendar to use Sign-up Sheet. However, a calendar must be connected to your Doodle account for your sign-up sheet participants to receive a calendar invite for each event they select. Learn more about how to connect your calendar here.

  • If your default connected calendar is a Google Calendar, Google Meet will also be connected to your Doodle account. If you want to use Zoom or Microsoft Teams, you can select those instead from the drop down.

  • If you select a video conferencing application, a unique conference link will be applied to each session.

  • The ‘Description’ field is limited to 3,000 characters.

Adding Sessions

  1. Click 'Add time'.

  2. Select the start and end time of the session.

  3. Select if the session should repeat any any chosen interval.

  4. Provide a description of the session (this is optional).

  5. Provide a location for the session (this is optional).

  6. Set the total seats available (this is optional).

    1. Note: the maximum number of seats for each session is 999.

  7. You can also click directly on the calendar to add a session.

    1. If you do this, the duration will be pulled from your global time settings, but you can also adjust it.

To add more sessions to your sign-up sheet, click the ‘Add times’ button and repeat the steps for the new session.

Please note:

  • Session descriptions are limited to 64 characters.

  • Session locations are limited to 255 characters.

  • To remove a session, click the ‘X’ button next to the session you wish to remove or the trashcan on the time slot directly on the calendar.

  • Free Doodle users are capped at 20 sessions

Sign-up Sheet limits for free accounts

Free Doodle accounts can create up to 3 sign-up sheets. If you've reached this limit, you'll need to upgrade to a Doodle Professional plan to create additional sign-up sheets. Existing sign-up sheets on your account are not affected by this limit.

Sign-up Sheet Settings

You can apply three additional settings to your sign-up sheet.

  • Make participant list hidden

  • Limit registration per participant

  • Add additional questions for the participant

Make participant list hidden

The default state for sign-up sheets is to keep the participant list public so that everyone can see who has registered for each session. To make the registration private, click the toggle next to "Hide participant names'.

Limit registration per participant

The default state for sign-up sheets is to allow participants to register in as many sessions as they would like. To limit the number of sessions participants can register for, click the toggle next to 'Limit the number of session each participant can select'.

Please note: the participation limit value must be less than the total number of sessions. For example, if you offer 10 sessions, the session limit for participants can be any value between 1 - 9.

Add questions to your sign-up sheet

You can add unlimited free response questions to your sign-up sheet. This allows you to gather vital information prior to hosting your event. You can make your questions optional or required for your participants.

Once you have added all your questions, click 'Create'.

Preview your sign-up sheet (optional)

You can preview your sign-up sheet before you send it to ensure that everything looks perfect. To preview your sign-up sheet.

  1. Click the three dot icon

  2. Select 'Preview'

  3. Review your sign-up sheet from the participant perspective

  4. Click 'Close preview'

If you need to make any edits, click 'Edit' and make the necessary adjustments. If everything looks good, you are ready to share your sign-up sheet.

Share your sign-up sheet

Now it is time to invite your participants. You can invite your participants by sharing the participation link.

Share with copied link:

  1. Click ‘Copy Link’.

  2. Paste the link into your preferred communication method (ex: email, messenger, text, etc) and send it to your sign-up sheet participants.

  3. You can also share directly via LinkedIn and WhatsApp or share to a website.

Please note:

  • Sign-up Sheet organizers can delete a response of a sign-up sheet participant.

  • Sign-up Sheet organizers can add participants to a time slot with their name and email address.

  • Participants will receive an email notification if they are added or removed from a session.

  • Sign-up Sheet organizers currently will not receive a notification or email when someone participates in the sign-up sheet.

  • Participants are able to select events that overlap.

  • If you do not connect your calendar, your participants will still receive an email notification about the sessions for which they select, but everyone will need to manually add the event details to their calendars.

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