Import Your GrasshopperSignup Form Into a Roster

You ran a signup for Saturday's park cleanup. Forty-three people put their name and email into a GrasshopperSignup form. Now you need those same people showing up on a tablet so they can tap their name and clock in. Retyping forty-three names is a waste of your morning. You already have the list. Move it.

Here is the whole path, from the GrasshopperSignup export button to a roster your crew can use, with the two field mappings that actually matter.

Export the signup list from GrasshopperSignup as CSV

Open the form that collected your volunteers. Go to the responses or entries view for that form (the screen listing everyone who signed up). Look for an export or download control and choose the CSV format. A spreadsheet download named something like cleanup-signups.csv lands in your downloads folder.

Open it once before you do anything else. You want to confirm two columns exist and hold real data: a name column and an email column. GrasshopperSignup usually labels them Name and Email, but a custom form might call them Full Name, Volunteer Name, or split them into First Name and Last Name. Note exactly what yours says. That label is the one thing the mapping step depends on.

If your form split first and last name into two columns, add a third column in the spreadsheet, combine them (first name, a space, then last name), and save. One clean name per row imports cleanly. Two half-name columns do not.

Map the name and email fields during import

In Kangaroo Clock, go to your worker list and start an import. The exact steps for a GrasshopperSignup file are laid out on the page for importing a GrasshopperSignup form, so keep that open in a second tab while you work.

Upload the CSV you exported. The import screen reads your header row and shows each column from the file next to a dropdown. This is the mapping. You are telling Kangaroo Clock which of your columns is the worker name and which is the email.

• Set the dropdown next to your name column (Name, Full Name, or the combined column you built) to the worker name field.
• Set the dropdown next to your email column to email.
• Leave every other column, phone number, t-shirt size, availability notes, unmapped. Those belong in your signup records, not on a clock-in kiosk.

Name is the only field a worker needs to clock in. Email is optional but useful: it is how a worker can later get a personal link, and it keeps two volunteers named Chris apart. Map it if you have it.

Before you confirm, scan the preview. Check that the first two or three rows show a full name where you expect a name and an address where you expect email. If the columns are swapped, fix the dropdowns now. Fixing it here takes five seconds. Fixing it after forty-three workers land in the wrong field takes real cleanup.

Check the roster and dedupe against people already there

Confirm the import. Your signups are now workers. Open the worker list and count. Forty-three rows in the CSV should produce forty-three names, minus any that were already there.

That last part matters if you run recurring events. Say twelve of Saturday's volunteers helped at last month's cleanup and already exist in your workspace. You do not want a second "Maria Gomez" who splits her hours across two entries. Skip anyone already present, or merge if you imported a duplicate by accident. A clean, single entry per person keeps your exported hours report accurate when the event is over.

Now group them. If these volunteers only work the cleanup program, assign them a worker group so you can filter reports to just this crew later. Grouping at import time saves you from clicking through the list one name at a time next week.

Post the kiosk so the imported names can clock in

The roster exists. Now give people a way to reach it. Set up a shared tablet at the check-in table and open the kiosk view; each imported name shows up as a tappable button. No volunteer signs in, no app gets installed, they find their name and tap. You can see exactly how that looks in the live kiosk demo before Saturday.

Prefer paper over a tablet? Generate a QR sign-in poster, tape it to the check-in table, and volunteers scan it with their own phone to reach the same roster. Same names, same clock-in, no hardware to babysit.

What to expect when someone forgets to clock out

Volunteers scatter the second an event ends, and a few always forget to clock out. Kangaroo Clock handles that without inflating your numbers. A stale open entry gets closed by auto-close at its start time plus your cutoff, never at the current moment. So a volunteer who tapped in at 9:00 and drove off at noon without tapping out does not end up with a fourteen-hour shift because you pulled the report that evening.

When the cleanup is done, export the hours as CSV. The column schema is stable and includes a distinct-worker count, which is the number a grant report or a board update usually asks for. Feed the totals into the decimal and HH:MM hours converter if your report wants decimal hours instead of clock time.

Do the export once from your GrasshopperSignup form, map the two fields, and the list you already collected becomes the roster your crew taps on Saturday. Next event, you repeat the same three steps, and only the new signups need importing.