How to Notify Respondents When You Change an Option

Changing an Option After People Signed Up

Schedules shift: a game moves from 7pm to 8pm, a shift changes days, a room changes. When you edit an option that already has signups, Grasshopper steps in before saving so the people who signed up don't end up with stale confirmations and outdated calendar entries.

Step 1: Edit your form

From your Dashboard, find your form's card and click Edit. Change the option's label or its date/time as usual.

Step 2: Click Save Form

If any option you changed already has signups, a dialog titled People already signed up for this appears before the save. It lists each changed option showing the old and new version side by side, with how many people have signed up for it.

Step 3: Choose whether to notify

You have three choices:

• Save & notify - saves the form and emails the affected respondents. Use this for real changes (a new time, a different day).
• Save without notifying - saves silently. Use this for cosmetic edits, like fixing a typo or renaming "Helper 1" to an actual person's name.
• Cancel - closes the dialog without saving, so you can keep editing.

Each changed option has its own checkbox, so one save can notify about some changes and stay quiet about others.

What respondents receive

Each affected person gets one email per save, even if several of their selections changed. It shows the old details crossed out next to the new details, and links to their confirmation page where they can see everything current, add the updated event to their calendar, or change or remove their signup if the new time doesn't work.

What changes

• Only respondents who provided an email address can be notified. Signups collected without email (or in privacy modes) are counted in the dialog but can't receive the update.
• Deleting an option that has signups now asks for confirmation first. The option disappears from the form, but the existing responses are kept.
• Bulk edits made in spreadsheet mode save directly without the dialog - spreadsheet mode marks options that have responses with a badge instead.