Signup Sheets for Gmail lets volunteer coordinators publish every role, shift, and meal in the email they already send. Volunteers claim spots in one click — no accounts, no ads — and the part that usually eats your week, the dropouts, is handled by a free waitlist that promotes the next person automatically.
Examples
Roles with headcounts, shifts with times, meals with dates — all three engines in one add-on.
Why it works
Volunteers are doing you a favor — the tool should never cost them time, attention, or data.
Cancellations reopen the slot and auto-promote the earliest waitlisted volunteer — who gets an "A spot opened up!" email instantly. Free on every plan.
Your signup page never shows ads or account prompts. People who came to help aren't turned into someone's audience.
Add committee members as co-organizers — they see the live roster, close slots, and export CSVs from their own dashboard. Up to 5 on Pro, 10 on School & Team.
Every confirmed volunteer gets an automatic reminder 24 hours out (48 or 72 with Pro). Fewer no-shows without a single follow-up email from you.
How it works
Open the add-on in Gmail compose and pick Volunteer Event or Event-Day Roles — or type your own roles, one per line, "Title x4".
Click Insert Signup Sheet and send to your volunteer list. Each role shows its headcount and a Sign Up button.
The dashboard shows fill bars per role, waitlist depth, and the full roster — export a CSV for the day-of clipboard.
FAQ
Yes — waitlists with automatic promotion are free forever on every plan. When a role fills, extra volunteers join the waitlist. If someone drops out, the earliest waitlisted volunteer that fits is promoted automatically and emailed "A spot opened up!". SignUpGenius paywalls this behind plans starting at $22.49/month.
Yes. Every confirmation email includes a magic manage link. Volunteers can switch roles, update their comment, or cancel entirely on their own — the roster updates live and the waitlist promotes the next person automatically.
Two ways: export a CSV from the dashboard anytime, or add co-organizers (up to 5 on Pro, up to 10 on School & Team) who see the live roster, can close slots, and export from their own dashboard. The public signup page also shows who's claimed what — unless you turn on hide-names.
Related
Install free in two clicks and send a sheet that staffs itself.