Small Group Sign-Up Template — Free

Ready to publish

Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
Legal text not required — passingThis template collects neither health nor regulated financial information.
Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Small Group Sign-Up is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

Small teams who need a reliable intake process working in faith & congregations.
Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
Anyone replacing chasing missing details over email with one structured record per enquiry.
Respondents are the people you send it to — the form asks them 14 questions across 1 screen.
Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

10 questions are required, so submissions arrive complete instead of needing a follow-up email.
It collects a verified email address so replies and confirmations land.
It captures a phone number for urgent follow-up.
It allows multiple selections without free text.
Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

1Press “Use this template” — a fresh copy of Small Group Sign-Up lands in your workspace, ready to edit.
2Rename or delete any question, and change what is required. Nothing here is fixed.
3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

Features advanced show logic: if “Do you need childcare?” is Yes, the form dynamically exposes “Ages of the children”. Otherwise that question never appears.
Features advanced show logic: if “Transport” is I would need a lift, the form dynamically exposes “Where you would be travelling from”. Otherwise that question never appears.
Features conditional validation: if “Do you need a step-free venue?” is Yes, “Anything you would like the leader to know” becomes mandatory before the form can be sent.
All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

People join small groups when it is easy and drift away when it is complicated, so this is one screen. It takes the person's name and contact details, whether they are new to the congregation, and which group they are interested in, with an option for 'not sure, please suggest one'. Availability is asked by evening and daytime slots rather than as free text, because that is what makes placement possible. Then the three things that actually decide whether someone attends: whether they need childcare and for what ages, whether they need a lift or can offer one, and whether the venue needs to be step-free. One free-text line at the end covers access needs, dietary notes for groups that share food, and anything else the leader should know before the first evening. It asks whether they would rather join an existing group or help start a new one, whether they are happy for their number to be shared with the group leader, and leaves a line for anything they would like the leader to know before the first evening.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Join a small group

Your namerequired
Email addressrequired
Phone number
Are you new to the congregation?required
Group you are interested inrequired
When you could meetrequired
Would you rather join an existing group or help start one?required
Do you need childcare?required
Ages of the children
Transportrequired
Where you would be travelling from
Do you need a step-free venue?required
May we share your number with the group leader?required
Anything you would like the leader to know

14 questions in total.

Example of a completed small group sign-up form

A sample sign-up showing how a newer member might ask to join a group.

Your name: Priya Chandran
Are you new to the congregation?: Yes, quite new
Group you are interested in: Not sure, please suggest one
When you could meet: Tuesday evening, Weekend
Would you rather join an existing group or help start one?: Join an existing group
Do you need childcare?: Yes
Transport: I can get there myself
Do you need a step-free venue?: No

Sample data — no real people, addresses or records are shown.

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 3 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Do you need childcare?”

Reveals questions
If “Do you need childcare?” is Yes, the form reveals “Ages of the children”.

Driven by “Transport”

Reveals questions
If “Transport” is I would need a lift, the form reveals “Where you would be travelling from”.

Driven by “Do you need a step-free venue?”

Makes answers required
If “Do you need a step-free venue?” is Yes, “Anything you would like the leader to know” becomes required before the form can be submitted.

Set it up step by step

1
Offer 'not sure, suggest one'
Most people do not know which group fits. Making that a valid answer is the difference between a sign-up and a closed tab.
2
Ask about childcare and lifts
These are the two reasons people say yes and then never come, and both are solvable if you know in advance.
3
Introduce people by name
Pass the sign-up to the leader and ask them to make contact within a week, before the intention fades.
4
Keep availability as options
Checkbox slots can be matched against existing groups in seconds; free text about 'most Tuesdays' cannot.

Mistakes to avoid

Asking people to choose a group from a list they know nothing about.
Collecting sign-ups centrally and never passing them to a leader, which is the main reason groups do not grow.
Ignoring step-free access, so someone is placed in a first-floor flat and quietly stops coming.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Match each person to a group by availability and needs, pass their details to the leader with permission noted, and ask the leader to make contact within a week.

Works in both layouts

Browse card templates Browse classic templates

Forms that overlap this one

These pages cover the same subject ground as the small group sign-up, matched on the words people actually search for.

Frequently asked questions

How is this different from a ministry volunteer sign-up?

Volunteering offers to serve. This joins a group that meets to study, pray or spend time together, so it asks about availability, childcare and transport.

Should it be one screen?

Yes. A longer form loses exactly the people who are new and least certain, which are the ones small groups are for.

Is it denomination-specific?

No. The group names are editable options, so the same form works for study groups, prayer groups or general fellowship.

What if there is no suitable group?

The form asks whether they would help start one, which is how most new groups actually begin.

Is the Small Group Sign-Up template free to use?

Yes. You can preview and test Small Group Sign-Up on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Small Group Sign-Up template ask for?

It asks 14 questions across 1 page, 10 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Small Group Sign-Up form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the card and classic layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this faith & congregations form work?

3 conditional rules ship with the template: Features advanced show logic: if “Do you need childcare?” is Yes, the form dynamically exposes “Ages of the children”. Otherwise that question never appears. Features advanced show logic: if “Transport” is I would need a lift, the form dynamically exposes “Where you would be travelling from”. Otherwise that question never appears. Features conditional validation: if “Do you need a step-free venue?” is Yes, “Anything you would like the leader to know” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Small Group Sign-Up form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Small Group Sign-Up form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

More forms teams pair with the small group sign-up.

Related categories

All Faith & Congregations templates

Small Group Sign-Up

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Who this template is for

Why this form is useful

How to use this template

Logic and conditions blueprint

About this template