Signup Sheets (Volunteers, Food, Set Build)

The Signups tab (visible to production leadership) creates shareable signup forms for everything a production needs help with — no CueCall account required to sign up:

  • Three kinds of signup option, mixed freely: Time slots/shifts with a start time, place, and how many people you need ("Concessions — Friday 6pm, 3 people"); items to bring with a quantity that can be claimed in parts ("2 dozen cookies" — one person brings 12, another brings the rest, with a note like "oatmeal raisin"); and open "count me in" signups, with or without a cap. Time slots are entirely optional — a food signup can be all items, an interest list a single open entry
  • Configurable form: Name and email are always collected. Optionally ask for a phone number, add an "anything else?" prompt, and build up to 20 custom questions. Each question picks its own answer format — Short answer Paragraph Multiple choice (pick one, all choices shown), Dropdown (pick one from a list), Checkboxes (pick any number), or a single Yes/no checkbox — with the choices written one per line, an optional required flag, and arrows to reorder them. Each question also takes an optional Description: up to 1,000 characters shown under the question on the public form, for the detail that doesn't belong in the question itself. Questions can run to 500 characters and each choice to 200, so a whole sentence works as an answer
  • Publish a public link: Share it by email, social media, or your program QR code. A sheet with options asks visitors to pick at least one; a sheet with no options works as a simple RSVP — visitors sign up with just their details. The page shows live availability ("2 of 3 spots left", "12 of 24 still needed") and full options grey out. Closing the sheet stops new signups but keeps the link alive with a friendly closed message; reopening reuses the same link
  • Confirmation email with a manage link: Every signup gets a branded confirmation listing exactly what they committed to, with a link to change shifts, adjust quantities, or cancel. Cancelling frees their spot immediately — and stays possible even after you close the sheet, because a no-show who tells you beats one who doesn't. The Responses tab flags anyone whose confirmation failed, with a re-send button
  • Roster & CSV export: The Responses tab shows who signed up for what, their answers, and notes. Each person's row names the option they took with its date, time and place — which is what tells one rehearsal's shift from another when every shift on the sheet shares a title. Someone covering four rehearsals reads as four dated lines. Export it all as a CSV — one column per custom question, and the same dates in the "Signed Up For" column — for the lobby clipboard or the volunteer coordinator
  • See who's coming to one rehearsal: The Showing picker at the top of the Responses tab narrows the list to a single signup option, so a sheet with one shift per rehearsal answers "who is at Tuesday's call?" directly. The count on each option on the Signup Options tab ("2 of 3 filled") is a link into the same list, so you can go straight from the number to the names. Exporting while a filter is on gives you just that rehearsal's CSV, named after it. The filter is part of the page address, so you can copy the link and send one rehearsal's list to whoever needs it — and Clear filter puts the whole sheet back
  • Walk-ups: Add someone manually from the Responses tab (signed up on paper, or over the phone). Capacity limits still apply — raise an option's capacity to make room
  • Import a roster from a spreadsheet: "Import" on the Responses tab reads an existing signup list (.xlsx, .xls, .csv, or .numbers) from SignUpGenius, a Google Form, or a paper list someone typed up. CueCall matches the columns for you — including your own custom questions, by their label — and "Auto-map with AI" places anything left over. Which option each person took is matched by the option's title, so "Morning shift" finds the right shift. You review every row and tick the ones to import. Capacity, duplicate emails, and your form's rules all still apply: a row that breaks one is listed with the reason and skipped, and the rest still import. No confirmation emails are sent — an import backfills signups that already happened, so nobody gets a surprise message; use the re-send button on a row if someone does need their manage link
  • Message everyone signed up: "Message signers" on the Responses tab sends one email to every live signup ("set build moved to Sunday"), with a live preview of exactly what each person receives and -style personalization. It carries a one-click unsubscribe (mail providers require one on bulk sends); anyone who opts out is skipped on future messages and reported separately from failures — opting out never silences their own confirmation or shift reminder
  • Automatic shift reminders: Everyone signed up for a time slot gets a reminder email in the 24 hours before it starts, with the time in your timezone, the location, and their manage link in case they need to free up the spot. Sent once per shift, automatically
  • Shifts appear on the show calendar: Any dated signup option shows up as a "Signup" event on the show calendar, and stays in sync when you edit or remove the option
  • Add a shift for every rehearsal at once: A parent-volunteer or chaperone signup usually wants one slot per rehearsal, and typing forty rehearsals into forty dialogs is not a plan. Add from schedule on the Options tab lists the show's calendar (rehearsals first — widen the type filter for performances, builds or tech), lets you tick the events that need a volunteer, and asks how many people each needs and what to call the shift ("Parent volunteer: Act 1 blocking"). One shift per event lands on the sheet at the event's time and place. These shifts are tied to their rehearsal rather than mirrored onto the calendar a second time: move the rehearsal on the Schedule tab or re-flow the rehearsal plan and the shift moves with it; cancel the rehearsal — or move it to another production — and the shift stays on the sheet at its last known time, flagged Rehearsal no longer on the calendar, so the people who signed up are not silently dropped; nobody holding that shift is sent a reminder for it, and putting the rehearsal back re-attaches the shift. Changing a shift's own time or place by hand detaches it from the rehearsal (it then behaves like any other shift, including appearing on the calendar as a Signup event) — renaming it or changing how many people it needs does not, and the edit form says so. Pressing the button again never duplicates a shift — a rehearsal that already has one is shown as "Already on this sheet". All-day events have no start time, and an entry the app itself put on the calendar to stand for a signup shift or an audition session is already something else's copy, so both are left out. An audition or a signup you typed onto the schedule yourself is an ordinary call and can take volunteers like any other
  • Who answers questions: Set a contact name and email on the Setup tab; it appears on the public page and becomes the Reply-To on signup emails. Blank falls back to your organization's public contact

Signer details (names, emails, phone numbers) are visible only to roles with signup access — the same leadership roles as casting. Cast, crew, and parents on the show never see them.

Related features

  • Signup Sheets — Public signup sheets for volunteers, concessions, food and set-build calls, shared by link with no account needed.

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