What is the carpool sign-up form template?
Organising lifts over a group chat works for five people and falls apart at fifty. This carpool sign-up asks everyone the same things — are you driving or riding, from where, at what time, there and back or one way — so you can sort drivers and passengers by area and time and make sensible matches.
Drivers are asked how many seats they have, how far they'd detour, what car to look out for, how they'd like to share costs and to confirm they're licensed and insured to carry passengers. Passengers say how many seats they need and whether they need child car seats. Everyone gives a starting area rather than a home address.
Each sign-up is saved as a PDF in your FileIt vault, and the closing consent confirms people are happy for their name and mobile to be shared with their matches.
- Best for
- Schools, clubs, churches, event organisers and workplaces coordinating lifts
- Filled in by
- Drivers and passengers
- Time to complete
- About 3 minutes
- Includes
- Driver or passenger paths, seats and detour, departure and return times, luggage, preferences, contact-sharing consent
Who uses a carpool sign-up form?
- Parents sharing lifts to an away match or school trip
- A wedding or reunion with guests travelling from the same city
- A company offsite at a venue with limited parking
- A church or club organising lifts for members who don't drive
- A festival encouraging car sharing to cut traffic
- A volunteer group getting people to a clean-up or build day
Questions on this carpool sign-up form
23 questions over 3 pages · includes conditional questions, multiple pages, consent checkbox.
1 About you
- Your name*
- Email*
- Mobile*
- Are you offering or looking for a ride?* I can drive and offer seats · I need a ride · Either — I can drive if needed
- Date of travel*
- Which journeys?* There and back · Only there · Only back
2 Your trip
- Starting area*
- Happy to meet at a nearby pick-up point?
- How far would you detour to pick someone up? asked only when it applies No detour · Up to 5 minutes · Up to 10 minutes · Up to 20 minutes
- Preferred departure time* asked only when it applies
- Preferred return time* asked only when it applies
- Seats available (not counting you)* asked only when it applies
- Car make, model and colour asked only when it applies
- How many people need a seat?* asked only when it applies
- Luggage or equipment Just a small bag · Large bag or suitcase · Bulky equipment (tell us below)
- What equipment? asked only when it applies
3 Preferences
- Travelling with children who need a car seat? asked only when it applies
- Do you have a child car seat available? asked only when it applies
- Access needs
- Preferences Non-smoking car · Pets OK · Quiet ride · Happy to chat · Women-only ride
- Sharing costs asked only when it applies No contribution needed · Happy to split fuel and parking · Let's agree between us
- Drivers* asked only when it applies
- Sharing your details*
The carpool sign-up form, page by page
1 About you
Each person gives their name, email and mobile, says whether they can drive and offer seats, need a ride, or could do either, and picks the date of travel and whether it's there and back, only there or only back.
2 Your trip
Everyone gives a starting area and whether they'll meet at a nearby pick-up point. Departure and return times appear depending on the journeys chosen. Drivers give the seats available, how far they'd detour and their car's make and colour; passengers say how many seats they need. A luggage question opens a box for bulky equipment such as bikes or instruments.
3 Preferences
Passengers are asked about child car seats and drivers whether they have one. Everyone can note access needs and preferences such as non-smoking, pets, a quiet ride or a women-only ride. Drivers choose how costs are shared and confirm they're licensed and insured, and everyone agrees to their contact details being shared with their matches.
Make the template yours
- Put the event name, venue and address in the cover text
- Replace the starting area with a dropdown of set pick-up points if you have them
- Remove the date question for a single-day event and state the date in the title
- Add a return date for multi-day trips
- Set a closing date a few days before the event so you have time to match people
Tips for a better carpool sign-up form
- Export the Responses table and sort by starting area and departure time — most matches are obvious once it's sorted
- Introduce matched people to each other by email rather than posting everyone's number in a group
- Keep a couple of drivers in reserve for last-minute cancellations
- Remind drivers of the venue's parking arrangements when you send the matches
- Check child car seat needs before pairing families with drivers
Every response becomes a PDF in your vault
Each sign-up is filed as a PDF in your vault and you get an email notification. Participants receive a copy of their answers if the respondent copy is on.
Use the Responses table to filter drivers and passengers, sort by area and time and export to CSV to plan the matches.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Carpool sign-up form: frequently asked questions
Is this carpool sign-up template free?
Yes. It's part of the Forms app on every FileIt account, including the free plan.
Does the form match drivers and passengers automatically?
No. It collects everything you need to match people — area, time, seats — and you make the matches from the Responses table.
Are home addresses collected?
No. The form asks for a starting area such as a town or landmark. You can add an address question if you really need one.
Do people need a FileIt account?
No. Anyone with the link can sign up without an account.
Can I use it for a regular commute?
Yes. Swap the date question for a checklist of weekdays and leave the form open.