A Form Submission Policy is a configurable rule that prompts a user to submit a specific form at a specific moment in their user journey.
It ensures that required documentation, such as waivers, agreements, acknowledgments, or custom data collection forms, is completed before a user can proceed with certain actions.
In simple terms:
A Form Submission Policy defines:
Which form must be submitted
When it must be submitted
The system then automatically enforces it, as you define the settings in your policy.
There are four key moments where you can require a form submission:
Upon reserving a shift
Upon checking into a shift
Upon checking out or claiming hours
When the shift ends
You choose the exact trigger(s) when creating the policy.
The process is seamless and automated throughout their workflow.
Before the user can complete their reservation, they will be prompted to submit the required form. The reservation cannot be confirmed until the form is completed (assuming it is mandatory to do so).
When checking in via:
The mobile app
The attendance kiosk
The user will be prompted to complete the required form before the check-in is completed.
When a user checks out (via the app or attendance kiosk) or submits an hour claim from a previously scheduled shift, they must complete the form before the action is finalized.
The system will prompt the user to complete the form once the shift concludes.
The kiosk includes added flexibility for form completion.
If a form is required at check-in or check-out, users can:
Complete the form immediately on the kiosk
Email themselves a link to complete it on their own device
Copy a direct link
This is especially useful when:
Many users are arriving at once
You want to avoid congestion at the kiosk
Participants prefer using their own devices
This flexibility helps maintain efficient check-in workflows while ensuring compliance.
You create a Form Submission Policy from the admin's Schedule page > Actions (on top-right of page) > Form submission policies.
When creating the policy, you will define:
The form that must be submitted
The trigger moment (reservation, check-in, check-out, shift end)
Any additional configuration settings
Once created, the policy must be attached to either a shift, an opportunity, or a group reservation policy in order to take effect.
When creating or editing a shift, you will see an option to attach a Form Submission Policy directly to that shift.
Once linked:
Any user interacting with that shift will be required to comply with the policy
The form will trigger at the designated moment you defined
This applies to shifts created individually by administrators.
If you are using the Past Hour Claim option at the opportunity level — where users can submit hour claims from their homepage— you can attach a Form Submission Policy directly to the opportunity.
To do this:
Go to your Opportunities page
Select the opportunity
Navigate to the Schedule tab
Locate the Hour Claim settings
Attach a Form Submission Policy
When applied at the opportunity level:
Users submitting past hour claims will be required to complete the form before submitting their claim
This ensures compliance even when shifts were not created directly by an administrator.
If you want the policy to apply to administrator-created shifts instead, simply attach the policy directly to the shift as described earlier.
When creating a Group Reservation Policy, you can also attach a dedicated Form Submission Policy specifically tailored for group workflows.
This allows you to:
Apply different rules for groups versus individuals
Specify whether the policy applies to:
The Reservation Lead only
Guests only
Both
Certain age groups
You can create a completely separate process for group reservations that differs from individual volunteer workflows.
Yes.
When a group lead invites guests to claim their spots:
You can configure the Form Submission Policy so that the guest must complete the required form during the claim process.
This ensures documentation is collected before participation is confirmed.
Yes, from the kiosk.
If you do not require guests to create a full Vome profile, you can:
Generate a one-time link for that specific guest directly from the Attendance Kiosk
Allow them to complete the required form without account creation
The submission will still appear in your Form Submission table just like any other user submission.
This is particularly useful for:
One-time waivers
Corporate events
Large group check-ins
Situations where you want to minimize friction
This flexibility allows you to streamline workflows while maintaining documentation and compliance.
Yes.
If you attach a dedicated Form Submission Policy to a Group Reservation Policy, it can function independently from the individual shift policy.
This allows you to:
Maintain one workflow for individual volunteers
Maintain a separate workflow for group leaders and guests
You have full control over whether groups follow the same or a different documentation process.
All submitted forms appear in your Forms module, just like receiving any other form submissions. Additionally, from the schedule, you can click on a shift and within the attendees list, you will have a directly link to the form submission from the attendees list!