A free carpool sign-up sheet
To run a carpool, make one list of drivers and one of seats, for the journey there and the journey back, and send the link to everybody going. Drivers put their name down and say where they leave from; passengers take a seat, and you match them up from one page.
This template starts with four drivers and twelve seats each way, which you change to fit.
What you get
Times that need covering, each taking a set number of people.
There
- Driver with spare seats 4
- Needs a seat 12
Back
- Driver with spare seats 4
- Needs a seat 12
The number beside a line is how many people it takes. Everything here is editable, and nothing has a date on it until you set one.
How to run it
Send the link a week before the away day or the offsite. Ask drivers to say in their comment where they are leaving from and when, because that is what passengers choose by.
Two days before, look at the seats against the drivers. If there are more passengers than places, say so in a message to everyone on the sheet; somebody always finds they can drive after all.
Why there are two halves
The journey back is never the same as the journey there. Somebody leaves early, somebody stays for dinner, somebody gets a lift home from a friend. Two lists mean nobody is stranded because the plan for the morning was assumed to hold all day.
A worked example
Twenty people to a team day an hour away: five drivers with three spare seats each, fifteen passengers. On the way back two drivers leave at three, so the second list shows three seats short by lunchtime, and you have the afternoon to sort it out rather than the car park.
Contact details
The sheet does not ask for phone numbers. Names are enough to find each other at the office, and a passenger who needs to reach a driver can ask you. If you do want a number on it, the editor lets you add the question yourself.