How to Create and Manage Sign-Up Sheets
Introduction
Firehouse Solutions' Sign-Up Sheets offer a seamless digital alternative to traditional paper sign-up sheets. This feature is versatile, suitable for managing duty crews, clothing orders, special events, fundraisers, and more. It streamlines member participation, centralizes information, and enhances administrative efficiency.
Members can view active sign-up sheets, while administrators have access to all sign-up sheets, including those that are inactive, pending approval, or expired.
Creating a Sign-Up Sheet
- Navigate to the Sign-Up Sheets Section
- In the members' section, scroll to the Sign-Up Sheets area.
- Access the page to view active sheets (for members) or all sheets (for administrators).
- Start a New Sign-Up Sheet
- Click "New Sign-Up Sheet" to open a blank template.
- Enter information in the fields provided, using the following guidelines:
Field Descriptions and Examples
- Title
Provide a concise description of the event, item, or task. Examples:- New Engine 372 T-Shirt Order
- Special Olympics Torch Run
- Carnival Friday Night
- Status
- Pending Approval: Requires admin approval before becoming visible to members.
- Offline: Temporarily disables member access.
- Online: Default status for new sheets with an active or future date.
- Locked: Automatically assigned to expired sheets.
- Closing Date
Set a date for when the sheet will no longer be accessible to members. - Point of Contact
Enter the name of the person responsible for this sheet. - Allow Notes
Enable members to add notes when signing up, such as:- T-shirt size
- Contact information (e.g., phone number)
- Special shift requirements or guest details
- Allow Removal
Check this box to let members remove themselves from the sheet if needed. - Display Slot Numbers
Adds numerical labels to entries for easier tracking. - Memo
Include detailed information about the event, item, or task. - Attachments
Attach photos, videos, or documents relevant to the event or task. - Number of Slots
Specify the maximum number of sign-up slots available for each group. - Push to Calendar
Automatically add the event to your department’s calendar by selecting a calendar option.
Group Management
- Add Group
Use this button to create groups, setting specific parameters like slots, roles, or timeframes. Examples:- Engine 271
- 7/21/2023 Shift A (0600-1200)
- Carnival - Funnel Cake Stand
- Position
Assign roles within a group if needed. Examples: - Remove Group
Deletes a group and all associated slots. - Remove Slot
Deletes an individual slot from the group.
Administrator's View
Administrators have access to the following additional features:
- View all offline, closed, and locked sign-up sheets.
- Review a log showing the chronological history of member sign-ups and removals.
- Manage pending approvals and edit existing sign-up sheets.
Support
If you need assistance with sign-up sheets, the support team is available to help. Reach out anytime for guidance.
By utilizing these steps, you can maximize the efficiency of your department’s event and task management processes with Firehouse Solutions' Sign-Up Sheets feature.