1. What is a Group Reservation on Vome?

A Group Reservation allows a volunteer (the Reservation Lead) to reserve multiple spots for a shift on behalf of additional guests.

This is ideal for:

• Corporate teams

• Families

• Church groups

• School groups

• Community organizations

• Any coordinated group attending together

Group reservations are fully customizable and controlled by your organization’s policies.

2. How do I enable Group Reservations?

To allow group reservations:

1. When creating shifts, navigate to Group reservations policies and create new Group Reservation Policy 

2. Configure the policy settings (guest limits, age groups, workflows, etc.)

3. Link the policy to one or more shifts

Once linked, volunteers will be able to reserve multiple spots for that shift based on your defined rules.

You control exactly which shifts allow group reservations.

3. How many guests can a volunteer include in a reservation?

You decide.

Within the Group Reservation Policy, you can set:

• A minimum number of guests

• A maximum number of guests

For example:

• Minimum: 2

• Maximum: 10

Volunteers will only be able to reserve within your defined limits.

4. How do age groups work in group reservations?

When making a reservation, volunteers must indicate whether their guests are:

• Adults

• Children

• Seniors

• Infants

As an Administrator, you can:

• Allow or disallow specific age groups

• Prevent certain age categories entirely (e.g., no infants or childen allowed)

If you disable an age group, volunteers will not see that option during reservation.

5. Do guests count toward shift capacity?

Yes, with one important exception.

Guests consume shift spots.

If a volunteer reserves a total party size of 5, that consumes 5 spots on the shift.

The exception is infants. Infants do not consume shift spots. They are treated as accompanying attendees rather than active volunteer participants.

If you do not want children to consume spots, you can remove the “Children” age group entirely and define “Adults” starting at the minimum age you deem appropriate. The system is fully customizable to match how your organization defines participation.

6. Who is the Reservation Lead?

The person who creates the group reservation is considered the Reservation Lead.

They:

• Manage the reservation

• Invite guests to claim their spots

• Interact with the reservation on behalf of the group

• Complete any required workflows assigned to them

Can the Reservation Lead be changed?

Yes.

The reservation can be transferred to another guest, provided that:

• The guest has claimed their spot

• The guest has an active account on Vome

This is particularly useful when:

• The original group lead does not show up

• Responsibility needs to shift to another attendee

• You want to maintain clean and accurate reporting records

When the reservation is transferred:

• The new user becomes the Reservation Lead

• All reporting, check-in records, and interactions remain intact

• Data stays centralized under one accurate reservation record

This prevents duplicate reservations and keeps your attendance and reporting data succinct.

7. Can guests claim their own spots?

Yes.

After the Reservation Lead (or admin) creates the group reservation, guests can be invited to claim their individual spots.

Once claimed, guests:

• Join the reservation

• Gain access to shift details

• Complete required forms and workflows

8. Can I require guest information collection?

Yes.

You can configure whether:

• Specific guest information must be entered during reservation

• Forms are required before claiming or checking-in

This is managed through Form Submission Policies and optional workflows that you configure (see below).

9. How do Form Submission Policies work with Group Reservations?

Form Submission Policies allow you to collect required information at specific stages of the reservation process.

When using Group Reservations, you have two configuration options.

Option 1: Attach a Form Submission Policy Directly to the Shift

If you attach a form submission policy directly to a shift:

• The Reservation Lead follows the same process as any individual volunteer

• Guests who claim their spots will not be required to fill out any form

This option is ideal when:

• Group reservation leads should follow the exact same onboarding steps as individuals

• Guests are not required to fill out the form

In this setup, group reservations expand participation but do not change the workflow structure.

Option 2: Create a Dedicated Group Workflow

Alternatively, you can create a specific Form Submission Policy tied to your Group Reservation Policy.

When you do this:

• A customized workflow applies specifically to group reservations

• The group workflow can bypass the standard individual shift flow

• You can collect information unique to group leaders or guests

This is ideal when:

• Corporate groups require additional details

• You need organization-specific information

• Group leaders must complete separate documentation

• Guests need different forms than individual volunteers

This approach gives you full flexibility to distinguish between individual and group experiences.

A common workflow example is collecting a waiver either upon claiming a reservation spot or upon check-in at the shift.

10. What are Groups in Vome (Corporate, Church, Family, etc.)?

Examples include:

• ABC Corporation

• St. Mark’s Church

• Johnson Family

• Local High School Volunteers

The ability to create and manage groups is controlled by Administrator settings.

11. Why should we use Groups?

Groups provide powerful tracking and reporting capabilities.

When a reservation is linked to a group, the group name becomes visible in:

• The schedule view

• The kiosk

• Reports

This makes it easy to:

• Track participation by organization

• Measure corporate engagement

• Generate impact reports

• Manage recurring group partnerships
  
  

12. How are hours calculated for group reservations?

Hours are calculated per person.

For example:

• 5 volunteers attend under one reservation

• Each logs 2 hours

That results in 10 total volunteer hours.

In the Reservations and Hours Log report, there is a row that reflects total hours including group participation.

This makes it simple to measure the true impact of corporate or community groups.