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Setting up sign-ups, volunteer rosters, or potlucks on a form shouldn't require creating a separate sign-up sheet or managing offline lists. In One Church Software, sign-up functionality is built directly into Item/Ticket fields of a form. Once you turn sign-ups on, anyone who can open the form can see who has already signed up.
By turning on sign-ups, you transform any Item/Ticket field into a live, public roster where participants can view available spots, see who has already claimed a slot, and leave custom notes or comments (such as "bringing chili" or "available for the early shift"). This article covers how to enable sign-ups on your forms, configure participant display settings, generate bulk date slots for recurring events, and manage submitter entries internally.
To schedule volunteers for a service plan, see this help article.
Turning on sign-ups
The settings live on the Item/Ticket field itself — there's no separate "sign-up" field type.
Go to Forms, open the form, and click Fields.
Add or edit an Item/Ticket field.
Go to the Options tab. The sign-up settings are near the bottom, under Additional.
Turn on Show Participants? to publish the roster on the live form.
Choose how names appear under Show names as: First name and last initial, First name only, or Full name.
Optional: turn on Ask for a comment, set a Comment prompt (for example, "What are you bringing?"), and tick Require a comment if you want it mandatory.Set up the items themselves on Items/Tickets as usual (name, capacity, price).
Click on Done button, then Save the form.
Tip: If you turn Show Participants? on for a field that already has sign-ups, One Church will show you how many people already signed up and ask you to confirm before publishing their names. If you turn it on for a brand-new field with no sign-ups yet, it applies right away with no prompt.
Generating dated slots for a range of dates
Use this to create slots like "every Sunday until Christmas" or "coffee volunteers Wed and Sun, 9am and 11am" without adding items one at a time.
On the Item/Ticket field's Items/Tickets tab, click Bulk Add.
Click Generate Dated Slots at the top of the bulk-add modal.
Set a Start Date and End Date, and pick one or more weekdays under Repeat on.
Optionally add one or more Times. Leave this blank for one slot per date, or add times to create more than one slot per date.
Click Generate. The slots are added to the list, where you can still edit or delete any of them before saving.
Save the bulk-add modal, then click on the Done button the field and Save the form.
Note: A single run creates up to 200 slots, and the generated labels don't include a year, so for a sign-up that spans more than a year, generate one year at a time.
The generator only sets the item names — capacity, price, and per-person limits are still unlimited and free until you set them, which is where bulk update comes in.
Updating many items at once
Once you've generated a batch of items, use Update to set the same capacity, price, visibility, limits, or date restrictions across all of them at once, instead of opening each item individually.
Open the Item/Ticket field.
Tick the checkbox next to each item you want to change, or the header checkbox to select them all.
Click Update in the bulk action bar.
Tick the checkbox beside each field you want to change, then set its value: Total Quantity (capacity, leave blank for unlimited), Price, Is Hidden?, Limits (minimum/maximum per person), or Restrict Dates? (a claim window).
Click Update, the the Done button and Save the form.
Note: Only the fields you tick are changed, and it's a straight replace, not an add-to — there's no "raise every capacity by 10," and no undo once the form is saved. Price can't be changed in bulk (or individually) on an item that already has sign-ups.
What people filling out the form see
This only applies to the live form — not the builder preview or the read-only field listing.
A blue notice above the item table tells them how their name will appear and who can see it.
Each item shows a Spots Filled link with a count. Clicking it expands the list of everyone who has claimed that item, along with their comments.
If comments are turned on, a comment box appears under an item's quantity once it's above zero, using the church's comment prompt as placeholder text.
Note: The name shown is exactly what the person typed into the form's name fields, not a matched profile. If they leave the name blank entirely and are signed in, it falls back to their profile name.
Who can see the roster
The roster doesn't have its own audience — it simply follows the form's own access setting (Settings > General > Access on that form):
No restriction: anyone with the form link, signed in or not.
Password protected: anyone who has entered the password.
Requires sign in: any signed-in person.
Requires sign in, limited to specific people: only the people you've given access to.
Note: Staff always see the full roster internally (real names, comments) whether or not Show Participants? is turned on. The toggle only controls what's published on the public form. The public roster never includes email addresses, phone numbers, or profile links, no matter who the form's audience is.
Viewing sign-ups as staff
Summary tab: Go to Forms, open the form, then go to the Summary tab and expand the Item/Ticket field to see quantity, amount, and remaining spots for each item, plus a Participants panel with real names and comments.
Inside a submission: open an entry from the Entries tab, then click the Spots Filled link on any item to see who claimed it.
Export Participants: click the Export Participants button on the Summary tab to download a CSV with one row per item claimed.
Note: The CSV includes each participant's email and phone number, which the public roster never shows. If you're handing a list to a volunteer lead, make sure they should have that contact information.
Helpful Tips
There's no waitlist. Once an item is full it becomes unavailable, and there are no reminders or notifications tied to sign-up slots — this isn't a volunteer scheduling tool.
The dated-slot generator sets item names only. Use Update (bulk update) afterward to add capacity, price, or limits.
Turning off a comment prompt hides comments from the public roster, it doesn't delete them — they still show on the Summary tab, inside the submission, and in the CSV export.
A participant's comment is capped at 500 characters, and the comment prompt at 200.
The public roster shows up to 500 claims per field.