Who gets the message?

Everyone signed up on the sheet who gave an email, deduplicated — a volunteer with three spots gets one email. Someone who answered an RSVP with “no” isn't coming, so they're left out. Pick “Only these slots” to narrow it to the people on the slots you tick. The button always shows the exact count before you send.

Any admin on the account, on Basic and Pro. Unlike invitations and the last-call blast, which email your whole People list and are owner-only, a message goes only to the people on this one sheet — the volunteers a sheet's manager is responsible for.

To you. The email is sent by SignUpChurch on your church's behalf with Reply-To set to the address you log in with, and it says who wrote it, so a volunteer who hits reply reaches the right person.

Is there an unsubscribe link?

No, deliberately. This is mail about something the person signed up for, like their confirmation and reminder — not an invitation to something new. Invitations and the last call carry the opt-out link; messages to people already on the sheet don't need one. Keep them about the sheet.

As many as a sheet needs — but at most 10 messages per day across your account, and at most 500 people per message. A very large event's RSVP list can be messaged in slot-sized groups.

Not yet. Paste a link instead — links in the message become clickable. Host the document on your church website, Google Drive, or Dropbox and share its link.

Does it work on a plain form?

Yes. On a form with no spots (a connect card, an interest list) the button reads “Message everyone who responded,” and it emails everyone who sent a response. Use it to thank them or tell them what happens next.

What's the difference from the change email?

The change email writes itself: when you move a slot's date, time, or location, SignUpChurch offers to tell the affected volunteers exactly what changed. A message is anything else, in your words — see Emails & notifications for both.

in your own words

Message your volunteers

Once people have signed up, you sometimes need to tell them something that isn't a date change: park in the back lot, wear the blue shirt, we're grateful. Until now that meant copying emails off the roster into your mail client. Now it's a button on the sheet.

The short answer: On a sheet's Sign-ups tab, press ✉️ Message volunteers. Choose everyone signed up or only certain slots, write a subject and a message, and confirm the count. Each person gets one email in your words, with what they're signed up for and their change-or-cancel link; replies come to you; and the tab keeps a record of what went out. Basic & Pro, any admin.

Send a message

Open the sheet's Sign-ups tab.
The Message your volunteers card sits above the list of everyone signed up. Press ✉️ Message volunteers; the number in the button is how many people would get it.
Choose who.
Everyone signed up, or Only these slots and tick the slots. Each slot shows how many people with an email are on it. A person on two of the slots you tick still gets one email.
Write it.
A subject and a message. Write it the way you'd say it: line breaks are kept, links become clickable, and nothing else is formatted. Start from a thank-you note fills in a short template you can edit.
Confirm the count and send.
Press Send to N people, then Yes — send. Emails go out in the background and the card reports how many were sent.

What the email looks like

A line saying it's a message from your church, the sheet's title, your message, and your name as the sender with a note that replying reaches you. Under that, You're signed up for lists that person's own spots with dates and times and a change-or-cancel link for each, so “can you still make it?” has a one-click answer. Free-plan churches' emails carry the SignUpChurch footer; Basic and Pro don't.

The email's subject is your subject plus the sheet's title, so “Parking” arrives as “Parking — Fall Festival.”

Messages you've sent

Every send is recorded under the card: the subject, who sent it, when, how many people, and which slots if you narrowed it, with the full text a click away. If two of you run the same sheet, that list is how you know the parking note already went out.

When to use something else

You moved a date, time, or location. Make the change on the sheet and leave the “Email the people signed up” box ticked; the change email writes itself with old and new details and a fresh calendar invite. See Emails & notifications.
You want people who haven't signed up. That's Invite your regulars and the last-call blast — owner-only, from your People list, with an opt-out link.
One person. The roster shows each volunteer's email; a message is for the group.

Common questions

Who gets the message?: Everyone signed up on the sheet who gave an email, deduplicated — a volunteer with three spots gets one email. Someone who answered an RSVP with “no” isn't coming, so they're left out. Pick “Only these slots” to narrow it to the people on the slots you tick. The button always shows the exact count before you send.
Who can send one?: Any admin on the account, on Basic and Pro. Unlike invitations and the last-call blast, which email your whole People list and are owner-only, a message goes only to the people on this one sheet — the volunteers a sheet's manager is responsible for.
Where do replies go?: To you. The email is sent by SignUpChurch on your church's behalf with Reply-To set to the address you log in with, and it says who wrote it, so a volunteer who hits reply reaches the right person.
Is there an unsubscribe link?: No, deliberately. This is mail about something the person signed up for, like their confirmation and reminder — not an invitation to something new. Invitations and the last call carry the opt-out link; messages to people already on the sheet don't need one. Keep them about the sheet.
How many can I send?: As many as a sheet needs — but at most 10 messages per day across your account, and at most 500 people per message. A very large event's RSVP list can be messaged in slot-sized groups.
Can I attach a file?: Not yet. Paste a link instead — links in the message become clickable. Host the document on your church website, Google Drive, or Dropbox and share its link.
Does it work on a plain form?: Yes. On a form with no spots (a connect card, an interest list) the button reads “Message everyone who responded,” and it emails everyone who sent a response. Use it to thank them or tell them what happens next.
What's the difference from the change email?: The change email writes itself: when you move a slot's date, time, or location, SignUpChurch offers to tell the affected volunteers exactly what changed. A message is anything else, in your words — see Emails & notifications for both.

Next up: Invite your regulars & the last-call blast →