How to Make a Sign-Up Sheet on Google Forms (Step by Step)

A sign-up sheet on Google Forms works for workshops, volunteer rotas, webinar registrations, open days and anything else where people pick from a list. It's quick to build and easy to share. The things that trip people up are privacy and full slots, so this guide covers both.

How to build the sign-up sheet, step by step

1. Go to Google Forms and start a blank form.
2. Give it a clear title, such as the event name, and a description with the date, time, place and what people are signing up for.
3. Add a Short answer question for name and another for email. Mark both as required.
4. Add a Multiple choice question listing the sessions, time slots or roles. Use Checkboxes instead if people can pick more than one.
5. Add any extra questions you need, like dietary needs or accessibility requirements.
6. Click Settings and, under Presentation, write a confirmation message that tells people what happens next.
7. Publish the form and share the link.

Set up the back end before you share it

Setting	Where	Why
Link to Sheets	Responses tab, Link to Sheets	A live list of everyone who signed up
Email notifications	Responses, More, Get email notifications for new responses	Know the moment someone signs up
Response limit	Published, Set close date or response limit	Close automatically when you're full
Close date	Same place, On a date	Stop sign-ups before the event

The catch: don't publish your attendee list by accident

Google Forms has a setting called View results summary. When it's on, everyone who submits the form gets a link to the results, and Google says those summaries show full text answers and charts to anyone who can respond. For a sign-up sheet, that could mean every attendee can see every other attendee's name, email and dietary notes. Check it's switched off under Settings, Presentation, before you share the form.

The same care applies to the linked spreadsheet. Google notes that collaborators on a form may also have access to its spreadsheet, so only add people you're happy to see the full list.

Dealing with limited places

Google Forms can close the whole form after a set number of responses, which suits a single event with one capacity. Two things to know:

• The limit counts all responses, not responses per option. Forms doesn't stop a single time slot filling up while others are empty.
• Google says that if several people submit at exactly the same time, all of their responses are accepted even past the limit. Set it slightly below your true capacity.

For per-slot limits, the simplest workaround is to make a separate form for each session, each with its own response limit. If you need real slot booking, a dedicated booking or form tool will save you admin.

Stopping duplicate sign-ups

Turn on Limit to 1 response under Settings, Responses, if you want each person to sign up only once. Remember that this makes everyone sign in to a Google Account first, which can put some people off. For an internal volunteer rota where everyone has a Google account, it's ideal. For a public event, it's usually better to allow duplicates and tidy up the spreadsheet.

Letting people change their sign-up

Turn on Allow response editing in Settings, Responses, and people get a link to edit their answer after submitting. It's handy for swapping slots, but it means your list can change without you noticing, so keep email notifications on.

Sharing the sign-up sheet

• Copy the link (shorten it in the share options) and post it in emails and social posts.
• Embed the form on an event page on your website.
• Use a pre-filled link, via More, Pre-fill form, to tick a session in advance for a specific audience.

If you're running an online community around your events, my guide to community platforms covers where to bring sign-ups together afterwards.

After the event

1. Turn off Accepting responses so late sign-ups don't arrive.
2. Export or copy the spreadsheet for your records.
3. Use the email list to send a thank-you and any follow-up materials.
4. Duplicate the form for the next event instead of starting again.

Writing a sign-up form people finish

Short forms get finished. Ask only for what you'll use: if you won't send a reminder by text, don't ask for a phone number. Put the event details in the description so nobody has to email you to ask where it is, and make the slot question the second or third thing people see, because that's why they opened the form. If the event is popular, say how many places there are in the description. It's honest, and it encourages people to sign up now rather than later.

My verdict

Google Forms makes a perfectly good sign-up sheet: name, email, a Multiple choice list of slots, a linked spreadsheet and email notifications. Before you share it, switch off View results summary so attendees can't see each other's details, set a response limit a little under capacity, and decide whether to require sign-in. If you outgrow it and need per-slot limits, compare Jotform alternatives with built-in booking features.

Frequently asked questions

How do I close my sign-up sheet when it's full?

Use Set close date or response limit under Published and enter the number of places, or turn off Accepting responses.

Can I make a sign-up sheet with Google Forms?

Yes. Use questions for name and email and a Multiple choice question for the slots, then link responses to Google Sheets.

Can people see who else signed up on my Google Form?

Only if View results summary is turned on. Switch it off in Settings, Presentation.

Can Google Forms limit sign-ups per time slot?

Not per option. The response limit applies to the whole form, so use a separate form per session if you need slot limits.

How do I get notified when someone signs up?

In the Responses tab, click More and choose Get email notifications for new responses.

Can people change their sign-up?

Yes, if you turn on Allow response editing in Settings.