Part One - Creating the Elements to Go on the Application Form
- Create / choose the Custom Fields you would like on the application form.
- Create / choose the Qualifications you would like on the application form.
- Create / choose the General Interests you would like on the application form.
If you are not sure which objects to create? Here’s a guide for you
There are a number contact information fields are already built into the system. These include: (title salutation, legal first name, preferred first name, middle name, last name, address line 1, address line 2, town/city, state/province, country, post/postal/zip code, email address 1, email address 2, mobile email address (used for texting), home phone, work phone, mobile phone, phone preferences, language/regional preference, birth date, Twitter handle, Linked-in address)
Qualifications hold information that help you (and the software) who you consider eligible to fill any particular role. Qualifications recorded in a volunteer profile are constantly compared to the Qualifications listed as required in each Activity. This comparison allows you to specify who can see certain Activities and whether or not they are allowed to self-schedule into a particular Activity. Qualifications typically include each training course and orientation available to volunteers (even if it’s a simple role specific orientation), criminal background checks, age categories, certifications and specific skills. Qualifications can be set up to hold an expiration date in the profile such as applicable with drivers licenses and some criminal background check policies. Each one can also be set that volunteers cannot see that it exists, can see what information you have on file but cannot edit it, can edit the information stored in the Qualification but the software ignores their edit until you approve it, or lastly they can edit it without the need for your approval.
General Interests give your account administrators the ability to advertise opportunities and volunteers the ability to indicate on their application, what types of things they would like to do for your organization.
Custom Fields allow you ask anything else you need on the application and to have internal fields that round out the volunteer profile. Each Custom Field can be set that volunteers cannot see that it exists, can see what information you have on file but cannot edit it, can edit the information stored in the field but the software ignores their edit until you approve it, or lastly they can edit it without the need for your approval.
Part Two - Customize Some Options
- Go to: Configuration >> Organization Settings >> Application Form Settings
- Select the desired application form to customize
- Customize the options in the “Step One Settings” section:
- New volunteers require approval: If checked, the profile will be created with a status of “Applicant”. If not checked, the profile will be created with a status of “Accepted”.
- Show the birthdate field and require volunteers to enter it
- Automatically send an email to new volunteers after the volunteer application form is filled out
- Require volunteers to accept your volunteer policies as the first step in filling out the volunteer application form
- Customize the options in the “Step Two Settings” section:
- Show General Interests that have a status of “Active”
- Show General Availability choices
- If your organization is part of an enterprise, select the Classifications to display on the application form
- Qualification Form Header: text that will display above the Qualifications section
- Custom Field Form Header: text that will display above the Custom Fields / Additional Information section
- Click the [Save] button
Should I create a General Interest, Qualification or Custom Field?
General Interests – Picture a typical application form and the section that asks, “What kinds of things would like to do in our organization?”. These are added as General Interests. Volunteers can tick these boxes as part of the application form.
Qualifications – You can use answers in the Qualifications fields to create rules around which volunteers can see the schedules for specific roles and whether or not they can self-schedule in those roles. In most organizations, every training or orientation is a qualification. Certifications, licenses and specific skills are typical qualifications. Age range is frequently one too. Soft skills, such as works well with others are not typically added as qualifications.
Custom Fields – If it is not either of the above, a field in the standard contact details, or the position / role / job etc. (Activity in Volunteer Impact), it’s likely best as a custom field.