Three steps to create signup sheet templates for any event.
Every successful event needs volunteers, and the best way to keep things organised is with a simple signup sheet. Whether you’re managing a workshop or fundraiser, a fillable signup sheet template makes it easy for participants to add their details and claim positions. By creating up a signup sheet in PDF or Excel with a clear table of roles and contacts, you’ll have a shareable document that keeps everything on running smoothly. In this Adobe Acrobat guide, we’ll show you how to build a flexible signup sheet template for any event.
In this guide:
- Step 1: Open a new document
- Step 2: Insert a fillable table
- Step 3: Convert your signup sheet into a PDF
- Download a signup sheet template
- FAQs
Step 1: Open a new document.
To get started on your signup sheet template, open a new document in your preferred word processor. Most people use Microsoft Word because it’s familiar, easy to use, and allows you to format a signup sheet quickly. Start by adding a title to the document. For a reusable template, give it a clear and professional name, such as “Event Signup Sheet Template”.
Keep in mind that when you are preparing the sheet for a specific occasion, you’ll need to replace this generic title with the actual event name. Directly under your title, leave space for a short event description. This section is important because it helps volunteers immediately understand the purpose of the signup sheet. Even if it’s just placeholder text in your template, it ensures that future event-specific details are always included.
Step 2: Insert a fillable table.
Once you’ve added a title and space for an event description, the next step in creating a signup sheet template is to insert a fillable table. If you’re using Microsoft Word, click on the Insert tab in the toolbar at the top, then select Table. From the drop-down menu, choose the number of columns and rows you’ll need for your signup sheet. The columns should represent the information you want to collect from each participant—such as name, email, phone number, and role. You can customise the headers depending on whether you’re creating a general signup sheet, an event registration sheet, or a volunteer signup sheet template.
The rows correspond to the number of participants you expect to sign up. Include enough rows to capture multiple entries while keeping the sheet neatly formatted on a single page for easy printing and sharing.
Step 3: Convert your signup sheet to a PDF.
Once you’re satisfied with the first draft of the sign-up sheet template, it’s time to save it. Word documents aren’t ideal for sharing, since the formatting might not hold across different devices. Ideally, you can save your document as a PDF.
A signup sheet PDF preserves formatting across all devices, ensuring your template looks professional whether viewed on a phone, tablet, or computer. To create one, you can either save your Word file directly as a PDF or use an online converter like Adobe Acrobat. Simply upload your signup sheet template, let the tool process it, and download the finished fillable PDF for easy sharing.
Simply visit the converter web page and follow these steps:
- Upload your Word document
- Allow the software complete the conversion
- Download the PDF file.
Once converted into a signup sheet PDF, you can easily share it with volunteers to complete. Because it’s a fillable signup sheet, participants can enter their details and sign online, removing the need for printing, scanning, or handling physical paperwork.
Download a signup sheet template.
If creating a signup sheet template from scratch feels overwhelming, you can save time by downloading a ready-made version online. Many templates can be downloaded as PDFs.
While great for sharing, PDFs can be challenging to edit. Luckily, you can convert a PDF to Word online to easily customise your signup sheet template to fit your needs.
Frequently asked questions.
Can I make a signup sheet in Excel?
Yes, you can create a signup sheet template in Excel. Just add column headings for the details you need, such as name, email, or phone number, similar to how you’d set them up in Word. If you’d like an event description at the top, you may need to merge some cells to make space. Keep in mind that Excel spreadsheets don’t always match standard page sizes, so printing your signup sheet might require adjustments. To make sharing easier, you can convert your Excel sheet into a signup sheet PDF for better formatting.
How do I ask my team for input?
Once your signup sheet PDF template is ready, you can request your team’s input by sending them the document and requesting them to add comments online using Adobe Acrobat.
How do I write on a PDF signup sheet template?
When you open a PDF signup sheet template, you can type directly into the fillable fields. Just click on each section, such as name, email, or phone number, and enter your information using your device’s keyboard. This makes the fillable signup sheet PDF simple and convenient to complete.
How do I make a sign-up sheet in Word?
Creating a signup sheet template in Word is simple. Start by opening a blank document, insert a table with the details you need, and save it as a fillable signup sheet PDF.
What information should be on a sign-up sheet?
Most signup sheets collect basic information such as name, email, and phone number. For events, you can also add role preferences, time slots, or availability. This ensures your signup sheet template is both easy to fill out and useful for organising volunteers.