Reminders
A sign-up sheet that sends the reminders for you
Every person who signs up for a dated slot gets an email before it starts. You stop sending “just a reminder, you’re on snacks tomorrow!” messages and the no-shows drop.
Free for 3 open sheets. No ads, and no account needed for the people signing up.
The sign-up isn’t the hard part. The hard part is the week after, when you message every volunteer the night before, and still one person forgets. Paper sheets, Google Sheets, and group chats can’t remind anyone.
SlotSheet sends reminders automatically. Each confirmed sign-up on a slot with a date and start time gets an email ahead of it, 36 hours before by default. The email says what they signed up for, when and where, and points them to the cancel link in their confirmation if plans have changed, which frees the spot for the waitlist.
How it works
- 1
Give each slot a date and time
Reminders go out for slots with a date and a start time, which tells SlotSheet when to send them. Slots without a time, like “bring napkins”, don’t get one.
- 2
Pick the reminder timing
Free sheets remind 36 hours ahead. On the Organiser or School / league plan, choose 24, 36, or 48 hours per sheet.
- 3
Share the sign-up link
People sign up with a name and email. Their confirmation arrives right away, and the reminder comes later.
- 4
Let cancellations refill
If the reminder makes someone realise they can’t come, they cancel through the link in their confirmation email and the next person on the waitlist is confirmed.
What the sheet looks like
| Slot | Starts | Reminder sent | To |
|---|---|---|---|
| Saturday snacks | Sat 9:00 am | Thu ~9:00 pm | 1 family |
| Library helpers | Tue 1:00 pm | Mon ~1:00 am | 2 parents |
| Food pantry packing | Wed 4:00 pm | Tue ~4:00 am | 6 volunteers |
Why email reminders cut no-shows
Most no-shows aren’t flakes; people sign up weeks ahead and the date slips out of their head. A reminder a day or two out catches them while there’s still time to make a plan or cancel, and a cancellation with 36 hours’ notice is easy to fill from the waitlist.
Reminders also come from the sheet, not from you. Nobody has to be the person nagging other parents, which matters when you’re organising people you see at pickup every day.
What reminders don’t do (yet)
Being clear about limits saves you surprises:
- Reminders are email only. There are no text-message reminders.
- One reminder per sign-up, at the time set for the sheet.
- Slots without a start time don’t get reminders, though people still get their confirmation email.
- Reminders use the time zone you set on the sheet, so pick the one where the event happens.
Make yours in a couple of minutes
Sign in with your email, add your slots, and share one link.
Questions
Are reminders included on the free plan?
Yes. Every plan sends email reminders. Free sheets use a 36-hour reminder, and paid plans can choose 24, 36, or 48 hours.
Can SlotSheet send text-message reminders?
No, only email. If text reminders are essential for your group, SignUpGenius and SignUp.com offer them on paid plans.
Can I send a reminder to everyone right now?
Not from SlotSheet. Export the sign-ups as a CSV and email the list from your own account if you need a one-off message.
Do people need an account to get reminders?
No. The reminder goes to the email they typed when signing up. They don’t have a password or an app.
What if the event time changes after people sign up?
Edit the slot’s time. The reminder follows the new time, as long as it hasn’t already been sent.