Volunteer organization and management can be a big undertaking. The good news is you have the tools to make volunteer registration and communication easy! There are several ways to manage your volunteer registrations, including form submission limits, duplicating forms, collecting payment through forms, and so much more.
Ways to Manage Forms
To Manage a form go to the Forms page in the portal, then click the ellipsis to the right of the form.
You can edit, delete, and duplicate forms; view and copy public links; and download responses.
Duplicate a Form:
Duplicating a form lets you make a copy of an existing form instead of having to start from scratch. You are able to edit the name of the form you copied as well as any of the fields within that copied form. You are able to use your existing forms as templates!
To duplicate a form, go to the Forms page in the portal, select the ellipsis, and select Duplicate.
Export Form Responses:
Exporting your form responses lets you see an overview of all of your form responses in a CSV file. This is a great feature to use to see all of the details of the form responses in one place.
To export your form responses, go to the Forms page in the portal, select the ellipsis, and select Download Responses.
Form submissions let you manage how many forms can be completed. This is a great setting to use when you have a volunteer event where only a certain number of volunteers can participate. To add a max number of submissions go to the Forms page in the portal, select the ellipsis, and select Edit.
Under the settings option in your form, you will see a submission box. Here is where you can enter how many form submissions can be accepted:
Once your form submission number has been reached, when individuals access this form they will receive a message stating that the form has reached the max number of submissions:
Tag a Profile and Communication:
Tagging a profile through a form sets the stage for you to take communication with your volunteer group a step further. With tags, you are able to make sure the right group of people are getting the right information by sending push or text messages to a specific tag.
Tags are also how you create chat groups. If a tag you used in a form is chat-enabled, people who are part of that tag will be able to chat with the group in real time. Chatting allows you to provide instant updates to your group, as well as ask around for extra supplies that are needed at your upcoming volunteer event.
To tag a profile within a form, simply add the profile section to your form. Once you have added the profile section, select the Add Tag button to view a full list of all the tags you have created. Select the tag(s) you would like to tag profiles with when this form is submitted, and select Save.
Now, when an individual completes this form, their profile will be tagged with the associated tag(s).
Collect a Payment:
You can also collect a payment through a form for things like buying an optional sack lunch during a volunteering event, buying an event t-shirt, or other materials or donations for the event.
Choose one or more Payment Elements with a Defined $ Amount or Any $ Amount from the menu on the left of the Form Builder screen:
Once selected, the item chosen will automatically be added to the bottom of the form, along with the Profile element (if it has not already been selected) and a payment setup section where further information will be required.
Defined $ Amount:
After entering just a few details, this payment element makes event registrations, and sale of tickets or other items simple!
- Item Name: Enter the Description of the item as you would like it to appear on the form
- Price: Enter the Price of the item as you would like it to appear on the form
- Quantity Rules: You have the option to set quantity rules for your payment element. To enter minimum and maximum quantities of any item, select the box next to Set specific quantity rules for this item.
Select a minimum and/or maximum for purchases per item required for each submission.
You can choose which items you would like to set quantity rules for and leave others unspecified.
Here is an example of the User view for the Defined $ Amount element on the form:
Any $ Amount:
You can also offer donors an open amount field where any amount between $1 and $1million can be specified. This element can be designated as required or optional via the ellipses on the right. To make a required Any $ Amount element optional, click the ellipses.
Select Make Optional from the drop-down menu.
The tag in the top-right corner will change from Required to Optional.
Follow the same steps to make an optional Any $ Amount element required.
This element also provides the ability to create a customized description (260 char max) that will appear beside the option on the form. If no Description is entered in the form setup, a default value will be shown on the user form: “Support <fund name>” that includes the fund name where donations will be applied.
Here is an example of the user view for the Any $ Amount element on the form :
Select from drop-down menus shown below to specify the Campus (where applicable), Fund, and default payment type for the elements in the form.
Credit, debit, and ACH payments are accepted on forms. Donors simply toggle between the Card and Bank Account tabs to select a payment method.
You also have the option to ask donors to cover the processing fee! Contact email@example.com to enable or disable this option. Should you choose to ask the Donor to cover the processing fees, a checkbox will appear within the secure payment section prompting the donor to cover fees. This added charge will be reflected on the donor’s giving receipt.
If you have any questions, send us a note at firstname.lastname@example.org!