SignUpGenius
The market-leading volunteer scheduling platform that replaces reply-all emails and spreadsheets with online sign-ups, automated reminders, and real-time availability—trusted by thousands of nonprofits for simple, affordable event coordination.
What It Does (The Problem It Solves)
Tired of endless reply-all email chains trying to coordinate volunteers for your next event? SignUpGenius replaces chaotic email threads and messy spreadsheets with simple online sign-up sheets where volunteers can see available slots, choose their preferred times, and even swap shifts—all without you managing every detail manually.
Instead of sending "who can help this Saturday?" emails to your entire list, you create a sign-up page with specific time slots, volunteer roles, and needed quantities. Volunteers visit the link, see what's still available in real-time, and claim their spots. The system automatically sends confirmations and reminders, reducing no-shows without you lifting a finger.
With 63% market share in volunteer coordination software, SignUpGenius is the go-to solution for nonprofits managing everything from one-time fundraising galas to weekly food pantry shifts. Organizations like Champions for Health use it to coordinate 2,000+ medical volunteers across 30+ monthly events, while Homes Not Borders has organized 4,000+ volunteers to set up apartments for refugee families—all through simple, shareable sign-up links.
Best For
Organization Size
- Small nonprofits managing occasional volunteer events
- Mid-sized organizations with regular volunteer programs
- Schools and PTAs coordinating parent volunteers
- Budget-conscious teams needing free or low-cost solutions
Best Use Cases
- Event-based volunteering: Fundraising galas, community cleanups, food drives
- Recurring shifts: Food pantries, hotlines, administrative support
- Meal trains and support: Coordinating community care for those in need
- Fundraising events: Registration, ticket sales, and RSVP tracking
Ideal For
Volunteer Coordinators and Executive Directors who need simple scheduling without a learning curve, Development Directors planning fundraising events, and Program Managers coordinating recurring volunteer shifts. Perfect for anyone currently using email or spreadsheets who wants a faster, more professional solution.
Key Features for Nonprofits
Real-Time Availability
Volunteers see exactly which slots are filled and which are still available—no more "I thought someone else was covering that shift" confusion.
- Live updates when someone signs up or cancels
- Set maximum volunteers per slot to prevent over-booking
- Waitlist management for popular time slots
Automated Reminders
Automatic email and text reminders reduce no-shows without you having to manually follow up with every volunteer.
- Schedule reminders days or hours before shifts
- Text message reminders (150-1,500 texts/month depending on plan)
- Instant confirmations when volunteers sign up
Slot Swapping
Volunteers can swap shifts with each other without coordinator intervention, reducing your administrative burden.
- Volunteers edit their own sign-ups when plans change
- No need to contact coordinator for every schedule change
- Slot locking prevents last-minute changes if needed
Bulk Communication
Send updates, thank-yous, or last-minute announcements to all participants with one click.
- Bulk email tool included with every sign-up
- 2,500-20,000 emails per month (depending on plan)
- Message only specific time slots or all participants
Multiple Admin Access
Share sign-up management responsibilities with team members without sharing passwords.
- 10-20 administrators per account (depending on plan)
- Custom permission levels for each admin
- Delegate event management to committee chairs
Hour Tracking & Reporting
Track volunteer hours and export reports for grants, annual reports, or volunteer recognition.
- Automatic hour calculation based on shift length
- Export volunteer data to CSV/Excel
- Custom form fields to collect additional volunteer information
How This Tool Uses AI
Transparency: No Native AI Features
SignUpGenius does not currently have native AI capabilities. Despite being listed in "AI tools" directories, this platform relies on rule-based automation, not artificial intelligence or machine learning. This section clarifies what's actually automated versus what would require true AI.
What's Automated (But NOT AI-Powered)
✅ Scheduled Reminders
What it does: Sends automatic email or text reminders at times you specify (e.g., "3 days before" or "2 hours before").
Why it's not AI: You set the rules ("send reminder 24 hours before shift"). The system follows your instructions—no learning, no intelligence, no personalization based on individual volunteer behavior.
Practical impact: Reduces no-shows through consistent communication, but doesn't optimize timing for each volunteer.
✅ Slot Locking
What it does: Automatically prevents sign-ups or cancellations after a deadline you set (e.g., "lock slots 48 hours before event").
Why it's not AI: Simple time-based rule. No prediction, no learning from past behavior.
Practical impact: Prevents last-minute chaos, but requires you to set appropriate deadlines manually.
✅ Automatic Hiding of Past Dates
What it does: Hides dates that have already passed from the sign-up page.
Why it's not AI: Basic date comparison (if date is before today, hide it).
Practical impact: Keeps sign-up pages clean without manual updates.
✅ Slot Swapping
What it does: Allows volunteers to change their sign-up slots without coordinator approval.
Why it's not AI: User-initiated action. The system doesn't suggest swaps or predict when volunteers might need to reschedule.
Practical impact: Reduces administrative work, but volunteers still manage changes manually.
What TRUE AI Could Do (But SignUpGenius Doesn't)
❌ Smart volunteer-to-opportunity matching:
AI could analyze volunteer skills, interests, location, and past engagement to automatically suggest the best opportunities for each person. SignUpGenius requires volunteers to browse and choose manually.
❌ Predictive no-show risk:
AI could identify volunteers likely to cancel last-minute based on historical patterns and proactively recruit backups. SignUpGenius doesn't predict or learn from past behavior.
❌ Intelligent reminder timing:
AI could determine the optimal reminder timing for each individual volunteer based on when they're most responsive. SignUpGenius sends all reminders at the same time you specify.
❌ AI-generated sign-up forms:
AI could create custom sign-up pages based on your event description. SignUpGenius requires manual setup using templates.
Third-Party AI Integration
SignUpGenius does integrate with Zapier, which allows connection to AI tools like ChatGPT or Claude. For example, you could:
- Use AI to draft personalized thank-you emails when volunteers sign up
- Automatically analyze volunteer feedback with AI sentiment analysis
- Generate summaries of volunteer activity for reports
However, these require technical setup through Zapier and are not built into SignUpGenius itself.
The Competitive Landscape
Competitors like Galaxy Digital market AI-powered smart matching and VolunteerMatch AI offers predictive retention analytics. Meanwhile, alternatives like Grasshopper Signup advertise AI-powered form creation as a differentiator. SignUpGenius has not yet introduced native AI capabilities, instead focusing on simplicity and ease of use.
Bottom Line: When Simplicity Beats AI
SignUpGenius doesn't use AI—and for many small to mid-sized nonprofits, that's actually an advantage.
Choose SignUpGenius if: You need simple, fast volunteer scheduling without the complexity (or cost) of AI-powered platforms. The rule-based automation handles 90% of coordination tasks for straightforward events.
Look for AI alternatives if: You manage hundreds of diverse volunteer opportunities requiring sophisticated matching, have ongoing programs with complex volunteer profiles, or need predictive analytics for retention and engagement.
Real-World Nonprofit Use Case
From Email Chaos to Streamlined Coordination
A regional food bank with 50 weekly volunteer shifts was drowning in email coordination. Their single volunteer coordinator spent 10+ hours per week managing "Can you cover Tuesday 2pm?" emails, tracking who confirmed, sending reminders, and updating their master spreadsheet when volunteers canceled last-minute.
The Challenge: No-shows increased from 15% to 30% because manual reminders were inconsistent. When the coordinator was out sick, volunteer scheduling ground to a halt—no one else had access to the spreadsheet or knew who was scheduled.
The SignUpGenius Solution: The coordinator created recurring weekly sign-ups for all 50 shifts using SignUpGenius's free plan. Volunteers received a single link where they could see all available slots for the month, sign up instantly, and receive automatic confirmations. Automated text reminders went out 24 hours before each shift.
The Results (After 3 Months):
- Coordinator time saved: From 10 hours/week to 2 hours/week (80% reduction)
- No-show rate: Dropped from 30% to 12% thanks to automated reminders
- Volunteer satisfaction: Increased—volunteers appreciated seeing real-time availability and swapping shifts without contacting the coordinator
- Continuity: When the coordinator went on vacation, other staff managed sign-ups using the multiple admin feature—no missed shifts
The food bank later upgraded to the Essentials plan ($22.49/month) to remove ads and add custom form fields collecting dietary restrictions for volunteer appreciation meals. Total investment: $270/year to save 400+ hours of staff time—an ROI of over 10x assuming $25/hour coordinator time.
Pricing
SignUpGenius offers straightforward tiered pricing with a functional free option and affordable paid plans. Annual subscriptions save 10% compared to monthly billing—a nonprofit-friendly pricing structure.
| Feature | Basic (Free) | Starter | Essentials | Premium |
|---|---|---|---|---|
| Monthly Price | $0 | $8.99 | $22.49 | $44.99 |
| Annual Price | $0 | $107.89 (Save $35.99) | $269.89 (Save $89.99) | $539.89 (Save $179.99) |
| Ad-Free Sign-Ups | ❌ (includes ads) | 1 | 10 | Unlimited |
| Custom Questions | Limited | 2 | 5 | 10 |
| Text Invites/Month | Limited | 150 | 500 | 1,500 |
| Email Invites/Month | Limited | 2,500 | 10,000 | 20,000 |
| Administrators | 1 | 1 | 10 | 20 |
| Waitlist Management | ❌ | ❌ | ✅ | ✅ |
| Custom URLs | ❌ | ❌ | ❌ | ✅ |
| Phone Support | ❌ | ❌ | ❌ | ✅ |
| Best For | Testing or very small events | Small nonprofits | Growing organizations | Large-scale coordination |
Enterprise Pricing
For large organizations needing complete branding control, dedicated account management, custom portal pages, embedded sign-ups, single sign-on (SSO), and PO/invoice payment options, SignUpGenius offers custom Enterprise pricing.
Contact SignUpGenius directly for Enterprise quotes.
Note: Prices may be outdated or inaccurate.
Nonprofit Discount / Special Offers
Nonprofit Pricing Structure
10% discount on annual subscriptions compared to monthly billing—available to all users including nonprofits.
How to Access Annual Savings:
- Sign up for SignUpGenius (free Basic account to start)
- Choose your desired paid tier (Starter, Essentials, or Premium)
- Select annual billing instead of monthly billing during checkout
- Automatic 10% discount applied (no verification required)
Estimated Annual Savings:
- Starter Plan: Save $35.99/year ($107.89 annual vs. $107.88 monthly)
- Essentials Plan: Save $89.99/year ($269.89 annual vs. $269.88 monthly)
- Premium Plan: Save $179.99/year ($539.89 annual vs. $539.88 monthly)
⚠️ No dedicated nonprofit discount program: Unlike competitors like Galaxy Digital or Bloomerang, SignUpGenius does not offer a special nonprofit-only pricing tier or require 501(c)(3) verification for discounts. The annual billing discount is available to all users.
💡 Budget-friendly approach: Reviewers note that SignUpGenius's pricing structure and monthly payment flexibility helps nonprofits with limited budgets manage costs effectively. The free tier is also genuinely usable for small-scale needs, unlike some competitors' restrictive free plans.
Learning Curve
Rating: Beginner
Designed specifically for non-technical users. If you can use email, you can use SignUpGenius.
Time to First Value
- Initial setup: 5-10 minutes
- First sign-up created: 5-10 minutes
- Proficiency: Same day
Technical Requirements
- ✅ None required
- ✅ No coding
- ✅ No database knowledge
- ✅ No integrations to configure
Typical Learning Progression
First 30 Minutes:
- Create account and first sign-up page
- Add time slots and participant limits
- Send invitations to volunteers
- See real-time sign-ups appearing
Week 1:
- Set up automatic reminders
- Add custom form fields for additional information
- Use bulk email tool to communicate with participants
- Export participant lists to Excel
Month 1+:
- Create recurring sign-ups for ongoing programs
- Use tabbed sign-ups for multi-day events
- Add multiple administrators for shared management
- Customize themes and branding (paid plans)
Support Available
- Help Center: Extensive knowledge base with step-by-step guides
- Video Tutorials: Visual walkthroughs for common tasks
- Email Support: Available for all users including free tier
- Phone Support: Available for Premium and Enterprise customers
- Template Library: Pre-built sign-up templates for common events
Pro Tip: Start with the free Basic plan to get comfortable with the interface. Most nonprofits find they can use the free tier for 2-3 events before deciding if they need paid features. This "try before you buy" approach eliminates risk and builds confidence before financial commitment.
Integration & Compatibility
Connects With
- Zapier: Connect to 1,800+ apps including Gmail, Slack, Mailchimp, Google Sheets, Salesforce, and more
- Calendar Sync: Add sign-up slots to Google Calendar, Outlook, iCal
- Payment Processing: Built-in payment collection (processor not specified in documentation)
- Website Embedding: Embed sign-ups directly on your nonprofit website (Enterprise plan)
Platform Availability
- Web-Based: Works on all browsers (Chrome, Firefox, Safari, Edge)
- Mobile-Responsive: Volunteers can sign up from phones and tablets
- No Native Mobile App: Web interface only (no iOS/Android app)
- No Desktop App Required: Access from any device with internet connection
Data Portability
- CSV Export: Export participant lists, volunteer hours, and contact information to Excel/Google Sheets
- Print Reports: Generate printable participant lists and hour summaries
- Sign-Up Templates Not Exportable: Sign-up page designs and configurations cannot be exported (minor vendor lock-in consideration)
- No API Lock-In: Since data export is straightforward, transitioning to another platform is manageable
Integration Reality Check
Easy (5-10 minutes): Calendar sync, basic Zapier connections, website embedding (copy/paste code)
Moderate (30-60 minutes): Advanced Zapier workflows connecting to CRM or email marketing tools
Limitation: No native CRM integration. If you want volunteer sign-up data flowing into Salesforce, Bloomerang, or DonorPerfect, you'll need Zapier (which requires a Zapier subscription) or manual CSV imports.
💡 Pro Tip: For basic needs, SignUpGenius works as a standalone tool. If deep CRM integration is essential, consider Galaxy Digital (native Salesforce integration) instead.
Pros & Cons
Pros
- Genuinely usable free tier: Unlike competitors with restrictive free plans, SignUpGenius's Basic plan handles real volunteer coordination needs (unlimited sign-ups, automated reminders, payment collection)
- Zero learning curve: Set up your first sign-up in 5-10 minutes with no training—ideal for small nonprofits without dedicated tech staff
- Affordable paid tiers: Starting at $8.99/month makes this accessible for organizations with minimal budgets
- Slot swapping reduces admin work: Volunteers manage their own schedule changes without coordinator intervention—saving hours weekly
- Market leader reliability: 63% market share means proven platform, ongoing development, and unlikely to shut down
- Flexible monthly payments: No annual contract required (though annual saves 10%)—helpful for organizations with tight cash flow
- Real-time availability visibility: Eliminates "I thought someone was covering that slot" confusion common with spreadsheet coordination
Cons
- No native AI features: Despite being listed in "AI tools" directories, SignUpGenius lacks intelligent matching, predictive analytics, or AI-optimized scheduling found in competitors like Galaxy Digital
- Free tier includes ads: Sign-up pages display ads, which may look unprofessional—requires $8.99/month minimum for ad-free experience
- Limited CRM integration: No native connection to nonprofit CRMs (Salesforce, Bloomerang, DonorPerfect)—requires Zapier workaround or manual CSV imports
- Basic volunteer management: Lacks features like background check integration, volunteer applications, skills-based matching, and detailed volunteer portals offered by Volgistics or Galaxy Digital
- No mobile app: Web-based only—volunteers can access via mobile browsers, but no native iOS/Android app for on-site check-in like InitLive offers
- May be too simple for complex programs: Organizations managing diverse volunteer opportunities with detailed tracking needs will outgrow this platform quickly
- Limited nonprofit-specific discount: Only 10% off annual plans (standard for all users)—competitors offer 30-50% nonprofit discounts or dedicated pricing tiers
Alternatives to Consider
If SignUpGenius doesn't feel like the right fit, consider these nonprofit volunteer management alternatives:
Galaxy Digital
Enterprise volunteer management with AI smart matching
Best for: Mid-sized to large nonprofits needing Salesforce integration, mobile check-in kiosks, background screening, and sophisticated volunteer-to-opportunity matching. Trusted by United Way and 50,000+ organizations.
Pricing: Custom pricing (higher than SignUpGenius); 30-day free trial available
Why choose Galaxy Digital instead: If you need enterprise features, native CRM integration, or AI-powered matching. Choose SignUpGenius if you want simplicity and affordability over advanced functionality.
Volgistics
Comprehensive volunteer portal with deep tracking
Best for: Organizations running ongoing volunteer programs requiring detailed volunteer applications, skills tracking, document storage, and hour reporting. Offers volunteer portal where supporters manage their own profiles.
Pricing: Starts at $17/month (scales by number of volunteers)
Why choose Volgistics instead: If you need comprehensive volunteer lifecycle management (recruitment → application → training → ongoing tracking). Choose SignUpGenius for simpler, event-based scheduling without the complexity.
InitLive (now Bloomerang Volunteer)
Event-focused management with strong mobile app
Best for: Nonprofits managing large-scale events requiring real-time mobile communication, staff and volunteer coordination on the same platform, and live event updates. Strong mobile app functionality.
Pricing: Custom pricing
Why choose InitLive instead: If you run major fundraising galas, festivals, or multi-day events requiring mobile check-in and real-time communication. Choose SignUpGenius for simpler, recurring volunteer shift coordination.
Why You Might Choose SignUpGenius Instead
Superior simplicity and affordability. If you need straightforward volunteer scheduling without enterprise complexity, SignUpGenius's free tier and $8.99/month starting price beat all competitors. The 5-minute setup and zero learning curve make it ideal for small nonprofits, volunteer coordinators wearing multiple hats, or organizations transitioning from email-based coordination. Choose SignUpGenius when ease of use and low cost matter more than advanced features.
Getting Started
Your First Hour with SignUpGenius: A step-by-step plan to go from sign-up to live volunteer coordination.
Step 1: Create Free Account (5 minutes)
Visit SignUpGenius.com and click "Sign Up Free." Use your work email to create an account—this keeps volunteer coordination separate from personal accounts.
💡 Pro Tip:
Start with the free Basic plan to test the platform. You can upgrade anytime if you need ad-free sign-ups or additional features. Most nonprofits successfully use the free tier for 2-3 events before deciding on a paid plan.
Step 2: Create Your First Sign-Up (10-15 minutes)
Click "Create a Sign Up" and choose a template (e.g., "Volunteer Shifts," "Potluck," "Event Registration"). Templates provide structure but are fully customizable.
- Add time slots: Define dates, times, and how many volunteers needed per slot
- Customize details: Add location, instructions, and any items volunteers should bring
- Set up reminders: Enable automatic email/text reminders (e.g., "2 days before")
- Add custom questions: Collect volunteer information (dietary restrictions, t-shirt size, etc.)
💡 Pro Tip:
Don't overthink your first sign-up. Keep it simple with 5-10 time slots. You can always create more sophisticated sign-ups once you're comfortable with the basics. Perfection is the enemy of progress.
Step 3: Invite Volunteers (5 minutes)
Once your sign-up is created, you'll get a shareable link. Distribute it via:
- Email invitations: Use SignUpGenius's built-in email tool to send invites
- Social media: Post the link on Facebook, Instagram, or Twitter
- Newsletter: Include the link in your next email newsletter
- Website: Embed the sign-up directly on your nonprofit website
Volunteers click the link, see available slots in real-time, and sign up instantly. They'll receive automatic confirmation emails.
Step 4: Monitor and Manage (Ongoing)
As volunteers sign up, you'll receive notifications. From your dashboard:
- View real-time sign-ups and see which slots are still open
- Send bulk emails to all participants (updates, reminders, thank-yous)
- Export participant lists to CSV for hour tracking or follow-up
- Allow volunteers to swap shifts if plans change (no admin work needed)
⚡ Quick Win:
Your first sign-up will likely fill faster than email-based coordination. Most nonprofits see 50-70% of slots filled within 24 hours of sending invitations—compared to 3-5 days with email back-and-forth. The real-time visibility and easy sign-up process dramatically reduce volunteer friction.
Total Time Investment
First Sign-Up: 25-35 minutes from account creation to live volunteer coordination
Subsequent Sign-Ups: 5-10 minutes (once you know the workflow)
Potential Time Savings: Nonprofits report saving 5-10 hours per event compared to email and spreadsheet coordination. For organizations managing weekly volunteer shifts, that's 250-500 hours saved annually—equivalent to hiring an additional part-time staff member.
Need Help with Implementation?
While SignUpGenius is designed for easy setup, we understand that adopting new tools can feel overwhelming when you're already managing a full plate. If you'd like expert guidance setting up your volunteer coordination system, migrating from spreadsheets, or integrating SignUpGenius into your existing workflows, we're here to help.
One Hundred Nights offers implementation support including account setup, sign-up page creation, team training, and Zapier integration configuration. We'll help you go from chaotic email coordination to streamlined volunteer management—without the learning curve.
Frequently Asked Questions
Is SignUpGenius free for nonprofits?
Yes, SignUpGenius offers a free Basic plan that includes unlimited sign-up pages, automatic confirmations and reminders, group management tools, and payment collection. The free tier includes ads and has limited customization. Paid plans start at $8.99/month with ad-free sign-ups and additional features. Annual subscriptions receive a 10% discount over monthly subscriptions for nonprofits.
How does SignUpGenius compare to Galaxy Digital or Volgistics?
SignUpGenius is best for simple, event-based volunteer scheduling with quick setup and affordable pricing (free to $44.99/month). It's ideal for small to mid-sized nonprofits. Galaxy Digital offers enterprise features like Salesforce integration and smart matching but has custom pricing and more complexity. Volgistics starts at $17/month and provides comprehensive volunteer portals with deeper tracking. Choose SignUpGenius for ease and affordability, Galaxy Digital for enterprise needs, or Volgistics for comprehensive ongoing programs.
Does SignUpGenius have AI features?
No, SignUpGenius does not have native AI features like smart matching, intelligent scheduling, or AI-powered suggestions. The platform uses rule-based automation for features like scheduled reminders, slot locking, and automatic hiding of past dates. While it integrates with AI tools via Zapier, the core platform focuses on straightforward, user-friendly scheduling without AI complexity.
Can volunteers swap shifts in SignUpGenius?
Yes, SignUpGenius includes a slot swapping feature that allows volunteers to exchange shifts without contacting the coordinator. Volunteers can view available slots and make changes themselves, reducing administrative burden and giving volunteers flexibility to manage their own schedules.
What's included in SignUpGenius free plan?
The free Basic plan includes unlimited sign-up pages, automatic email confirmations and reminders, group management tools, recurring event duplication, and payment collection. However, the free plan includes ads on sign-up pages and has limited customization options. For ad-free sign-ups, custom questions, and advanced features, paid plans start at $8.99/month.
How long does it take to set up SignUpGenius?
SignUpGenius can be set up in minutes. Creating your first sign-up sheet typically takes 5-10 minutes with no training required. The interface is designed for non-technical users, making it one of the fastest volunteer scheduling tools to implement. Most organizations can have volunteers signing up on the same day they start using the platform.