Emails & notifications

• Confirmation (every plan) — the moment they sign up: everything they picked, the date and location, a calendar invite, and a link to change or cancel their own sign-up. The subject, headline, and sign-off follow what they did: a slot says “You're signed up!”, an RSVP yes “You're on the list!” and ends “See you there!”, a driver “You're driving!”, and a plain form “We got your response” with the answers listed back. If you wrote a thank-you note on the sheet's After they sign up card, it heads the email as “A note from <your church>,” and Preview the confirmation email under that note shows the email this sheet sends, with your note in place.
• Reminder (Basic & Pro) — by default about two days before the event (or before their slot's own date on meal trains and flower calendars), with the same details and calendar links, and your thank-you note repeated under “A note from <your church>” so the parking tip is there when it matters. One email covers everything they signed up for that day. A slot inside a section is named with its section, so a sheet laid out as one section per service and a slot per room reads “9:30 service — Room 4,” with the slot's time.
• Day-before reminder text (Basic & Pro, volunteer opt-in) — not available yet, so the text-reminder box is hidden on forms for now. Once texts start, volunteers who tick it get one text about 24 hours before their slot. Replying STOP ends texts at the carrier level. See Text reminders and the plain-language SMS terms.
• “Your sign-up has changed” (every plan) — when you move a date, time, or location after people have signed up. Edit a slot, re-date a section, use Move all dates, or change the event date, time, or location under Edit details, and each of those forms shows an Email the N people signed up checkbox, ticked by default. Leave it ticked and everyone affected gets one email listing what changed, old and new, with a fresh calendar invite; untick it to shuffle quietly and tick it on your last save. Only real moves send: renaming a slot or re-saving the same date emails nobody, and a changed day also re-arms the reminder so it names the new day.
• Change & cancellation notes — if you move someone to another slot or remove them from the dashboard, they're told; if they cancel themselves, they get a confirmation of that too. Editing someone's details (a typo, a note) sends nothing, and the dashboard's Remove without emailing them takes someone off quietly for cleanup they never asked for — see See everyone who signed up.
• Waitlist emails (every plan) — joining a full slot's waitlist gets a receipt with their place in line, and when it's their turn they get the offer with a 24-hour claim window. Offers go to one person at a time, never everyone at once — see the waitlist article.
• A message from your church (Basic & Pro, sent only when an admin writes one) — your own words to everyone signed up on a sheet, or only certain slots, from the Sign-ups tab's Message volunteers button. Each person gets it once, with their own sign-ups listed and a change-or-cancel link; replies go to the admin who wrote it; no opt-out link, because it's about something they signed up for — see Message your volunteers.
• Invitations from your church (Basic & Pro, sent only when an admin presses the button) — a personal invite to a new sheet, or the once-per-sheet last-call email listing open spots. Only people already on your People page, never twice per sheet, and every one carries a one-click opt-out — see the invitations article.

• New sign-up emails (every plan) — the whole submission: name, contact details, each slot or answer, quantities, and notes. By default one email per sign-up, the moment it happens; reply to it and you reach the volunteer directly. Switch a form (or the whole account) to a daily or weekly roundup and those sign-ups arrive collected into one email instead, with the same detail.
• Spots-still-open heads-up (every plan) — a few days before a form's event day, if capacity-limited spots are still unclaimed, one email lists them with a link to your public page — enough runway to drop the link in the bulletin or group chat again. It's sent at most once per sheet (a recurring form gets one per occurrence), and never for forms that are already full.
• Monday summary (every plan) — one email at the start of the week: what came in last week (sign-ups, RSVPs, and form responses, each counted as what it is), from how many people, and a line per live form in the dashboard's own words — “6/10 spots filled,” “12 of 30 coming,” “14 responses.”
• Cancellation notices — when a volunteer cancels themselves, so a dropped spot close to the event doesn't go unnoticed. A canceled RSVP or carpool answer is worded as that answer (“canceled their RSVP,” “is no longer driving”), never as a spot. These follow the same setting and cadence as the sign-up emails: an instant form tells you right away, a roundup form lists the spots given back in its next roundup, and a form with sign-up emails switched off says nothing.
• Your sheet is full — once, when a volunteer claims the last spot on a sheet where every spot has a limit (an RSVP counts once it has a Max attending and its seats are taken). Same setting as the sign-up emails; same recipients.

On Pro, a form can also post its sign-ups and cancellations to a Slack channel. Slack posts are separate from these emails: they don't replace them, and they go out right away even when the form's emails are on a roundup.

Two emails go to the person who registered the account, and to nobody else — not to other admins, and never to volunteers:

• Welcome note (every plan) — a short note from Katie, the founder, the moment you register. Replying to it reaches a real person.
• Getting-started notes (every plan) — only while your church has no sign-up sheet at all. The first arrives a couple of days after you register, then up to two more a few days apart: each suggests one sheet churches are building this time of year (the fall ones are Trunk or Treat, the All Saints' list, and the Thanksgiving meal, with a button to the New sheet screen) and offers to build your first sheet with you — by replying with what you're organizing, or on a fifteen-minute call. Build any sheet, even a draft, and the rest never send; after the third, they stop for good.

Everything lives on Dashboard → Notifications:

• New sign-up emails — the account-wide setting: every sign-up as it happens, one daily roundup, one weekly roundup, or off. It covers cancellation notices and the spots-still-open heads-up too: a church that mutes sheet emails gets none of them. Each sheet's editor has a New sign-up emails card that overrides the account setting for that one form — so the weekly meal train can send a Monday roundup while the Christmas Eve sign-up still pings you instantly. That choice carries over when you duplicate the form and to every new occurrence of a recurring one.
• Managed by — on each sheet's Settings tab, who runs that sheet. A sheet with a manager sends its sign-up emails, cancellation notices, roundups, and spots-still-open heads-up to the manager and the account owner only, so the youth leader isn't buried in the flower guild's mail. Sheets you create are yours by default; a sheet with nobody picked emails every admin, like before. The Monday summary isn't affected.
• Email me about this form — on each sheet's New sign-up emails card, your own yes or no for that one sheet. Yes follows a sheet someone else manages; No leaves one out, even one you manage. Default follows Managed by. It changes nothing for anyone else, and it carries over to each new occurrence of a recurring form.
• Monday summary — its own switch, account-wide.
• Just for you — your own copy of both streams. Muting here leaves your fellow admins exactly as they were, which is how one person steps out of the sign-up emails without switching them off for the whole team. The account owner also finds the getting-started emails switch here.

Roundups go out in the morning, US time — daily ones every day, weekly ones on Mondays, each listing what came in since the last one and who gave a spot back. A form with nothing new sends nothing. Changes a volunteer makes to an answer they already gave (an RSVP switched from yes to no, say) show on your dashboard right away; the roundup lists new sign-ups, so that's one reason some forms are better left on every-sign-up.

Volunteer confirmations can't be turned off — a sign-up without a receipt leads to no-shows — but you can make email optional on a sheet (see Create a sign-up form), and sign-ups without an email address simply get no emails at all.