Basic Settings

This page is your overall basic settings which affect all the events in your organisation.

Logo

The logo that you choose should ideally be your organisation's logo. This will appear on all communications that are sent out from the SignMeUp system, and on all your event pages. It should be of good quality and clear to the user. 

Privacy Policy

SignMeUp takes data protection very seriously, and therefore all organisations must have an up to date privacy policy in order to use the platform. It should be published for the public to read via a web address. You will need to copy and paste this web address into the bar, including the https:// part.  It cannot be uploaded as a PDF / Word document. 

Banner Image

The banner image will appear on your organisation's SignMeUp home page, and on your event pages. It must be in .png or .jpg format and must be a maximum 2MB file size. The image may be resized or cropped to fit different layouts, so it is recommended using an image with a central focus, rather than text around the edges. It should be of good quality.  It cannot be copied and pasted in; it must be saved onto your device and uploaded. 

Brand background and text colour

The brand background colour is the colour that represents your organisation. Any headings with the name of your organisation will be filled in this colour.  Pick a colour that represents your organisation. Avoid choosing colours that are often tricky to see or read from, such as a bright yellow. 

The brand text colour is the colour that your organisation's name will be written in, against the brand background colour.  Make sure these do not clash.  You only have 2 options; black or white.  If neither of these can be seen clearly against your brand background colour, consider changing your background colour. 

Attendee application heading text

This field can be left blank.  If left blank, the heading above the attendee’s application will read ‘Children’s applications’. If your event does not register children, but instead registers adults as attendees, or does not wish to specify, you would need to write the alternative text in this box. For example, ‘Adult attendees’ or ‘Attendees’. Whatever you choose will be visible to the public and should be clear as to who needs to complete this form. 

Volunteer application heading text

As above, this field can be left blank. If left blank, the heading above the volunteer’s application will read ‘Volunteer registrations’. These are the people who are helping at your event. Whatever you choose will be visible to the public and should be clear as to who needs to complete this form. 

Auto-accept attendee applications

This feature applies to all the events for the organisation and cannot be switched on and off for different events.  It looks at whether an attendee application has no flags and if a space is available in their group.

If this checkbox is not ticked, the system will hold the application and the administrator will have to accept the application manually. The confirmation of the place will not be emailed out until the administrator has accepted it.  

If this checkbox is ticked, the system will automatically accept the attendee upon application, providing the above conditions have been met - no flags and space in their group.  The system will automatically send out a confirmation email to the attendee email address.

If the checkbox is ticked but there is a flag on the application, the system will hold the application and reserve the attendee a space in their group. The administrator will have to accept the application manually. 

If the checkbox is ticked and there is no flag on the application, but the group is full, the system will place the attendee on a waitlist. When a space becomes available, the system will then automatically process the application and the confirmation email will be sent out.

Allocate a space for volunteers’ attendees in groups, even if those groups are already full

This feature applies to all the events for the organisation and cannot be switched on and off for different events. It means that volunteer’s attendee applications are never wait-listed.  The scenario is a volunteer has applied, and has also completed an application for an attendee, but the group for the attendee is full.

If this checkbox is not ticked, the system will hold the attendee’s application and the administrator will have to accept it manually.

If this checkbox is ticked and the attendee application has no flags, then once the volunteer’s application has been accepted, the system will automatically allocate the attendee to a group and reserve them a place.  If you also have ‘Auto-accept attendee applications’ checkbox ticked, the system would automatically accept the attendee and send out a confirmation email. If you do not have ‘Auto-accept attendee applications’ ticked on, the administrator would need to accept the application manually. 

Example: If the group had the maximum set at 10 attendees and this was reached, because the attendee is linked to the volunteer, the system would accept them as number 11 in that group. The system will go over the maximum numbers allowed in a group for this feature. 

If this checkbox is ticked and the attendee’s application has flags, the system will hold the application but will allocate the attendee to a group and reserve them a place. The administrator will have to accept the application manually. 

Allow volunteers to register attendees even if attendee registration is closed

This feature applies to all the events for the organisation and cannot be switched on and off for different events.

If this checkbox is ticked, a volunteer whose registration has been accepted can register their attendee even if attendee applications are closed to the general public. SignMeUp will automatically open attendee applications for the volunteer once they have been accepted. 

If this checkbox is not ticked, attendee registration will stay closed for everyone until the date it has been set to open. 

Organisation email address

The email address written here will be the email which attendees, volunteers and the public can use to contact your organisation. This email will also be used as the reply-to address on all emails your volunteers and attendees receive through SignMeUp. 

It is highly recommended to be an email address within your organisation rather than a personal one as it will be displayed in SignMeUp.  

Email footer content

This will be the text that is included at the bottom of every email sent to your volunteers and attendees through SignMeUp.  Useful bits to include are your organisation's name and contact details. By clicking on the button that looks like a paperclip, you can add a link. A good item to link would be your social media page, by inserting the URL.  If not, you can type the username. You may also wish to include your organisation's registered charity number.

Printed register instruction text

The list of all your attendees will be shown on a register.  It will automatically be sorted according to the groups assigned. These registers can be completed on the computer, or be printed out to be completed by hand. 

If these registers are printed, there is space for instruction text.  You might want to give your volunteers specific instructions as to how to complete the registers, such as a tick for present and a cross for absent. 

As these registers have attendee’s details on them, they are bound by GDPR laws. It is highly recommended that you include instructions on how you wish for your volunteers to store the registers between use. Think about who looks after the registers during the day and how they are stored overnight (a locked location). Instructions could also include where you want the registers to be handed to at the end of the event, to then be stored or destroyed in compliance with GDPR rules.