Managing SignUps for Activities with Eligibility Requirements
If participants must meet specific criteria before signing up—such as certifications, training, or background checks—SignUp offers a few options to help you manage access effectively.
1. Already Have a List of Approved Participants or Volunteers?
2. Recruiting NEW Participants or Volunteers?
3. Control Access with your Password Protected Web Page
1. Already Have a List of Approved Participants or Volunteers?
Use direct email invitations to ensure only pre-approved individuals can sign up. Once you've screened and approved your participants, send them personal invitations through SignUp. This guarantees that only authorized individuals can access your schedule. You can add their email addresses directly, or invite Participants from a Prior SignUp or Contact List.
🚫 Avoid using a Shareable Invitation Link—anyone with the link can access your SignUp, which may bypass your approval process.
Learn more here:
Tour of My SignUps Invite Tab / Mobile Share
How Do I Import Emails or Create Contact Lists?
2. Recruiting NEW Participants or Volunteers?
If you’re looking to recruit new participants through your website, social media, or other public platforms, we recommend setting up a Volunteer Interest Form or a Committee Picker SignUp—a SignUp form without specific dates—to gather initial interest.
Once participants sign up on the Interest Form, you can screen them, verify certifications, and complete any necessary approvals before sending them a direct invitation to your formal SignUp schedule (as outlined in Option #1 above). This ensures that only eligible participants gain access to your event or activity.
See: Creating a Volunteer Interest Form or Committee Picker SignUp
Note: To ensure you're responsive to new inquiries, set your Organizer Email Preferences to get an alert every time someone signs up. > Learn how
3. Control Access with your Password Protected Web Page
If your website has a password-protected area for qualified volunteers or members, you can securely share your SignUp or Group Page by placing a SignUp button or Shareable Invitation link behind the protected page.
Only individuals who have met your requirements will have access once you provide them with the password, ensuring that your SignUp remains limited to approved participants.