How do I use Forms on Vome?

How do I use Forms on Vome?

What are the different use cases for creating forms on Vome?
  1. Application / Registration / Inquiry / Interest:
    1. Add sections and fields on a form when a prospective applicant applies for the first time. If the person arriving to the form isn't already a Vome User (which is very likely in this scenario), they will be prompted to create a Vome User account (Name, Email, Phone #, Password) before submitting the form - this is a one time thing).
  2. Surveys, Questionnaires:
    1. Simply add a list of questions when creating a form and nothing else.
  3. Public Shift Calendar:
    1. Read this article to learn more about to use Vome Forms to streamline shift sign ups for events: How can people access a shift calendar even if they're not approved for opportunities?
  4. Profile Data Gathering and Updating: 
    1. When a form contains core profile information fields, a user can submit the form to updated profile data that will be directly updated in the Vome database without any manual data entry. The same is true if question or attachment fields are mapped to database fields (only on the Enterprise plan).
    2. List of updatable profile/database by a user form submission: Profile Picture, Phone Number, Date of Birth, Age, Gender, Address, Occupation (+ Name of School / Name of Company), Languages, Skills, Bio, Medical Information, Emergency Contact, and any field (question or attachment) that is mapped to your database.
    3. For example, have a form titled "Annual Profile Data Update" where you request people's phone number and address to be filled out. Every year, when a user submits this form, their up-to-date phone number and address will be immediately reflected in your database.
    Info
    Although you can create forms in the Forms module for many types of data collection purposes, they are often primary used for recruiting first-time applicants.

    If a user already has a Vome account and is logged in to it when they arrive to the form, they will simply submit the form and will not be asked to create an account.

    How do people arrive to the form to fill it out and submit their response?

    There would be 3 ways for volunteers to arrive to this form and submit a response:
    Info1. You can generate a shareable URL for volunteers to arrive directly on the form. 

    2. You can make the form public. By doing so, a volunteer would be able to access the form your Vome page. Once you have a single public form, there would be a GET INVOLVED button added to your page, which would show page visitors the list of forms that are made public. Since you can set multiple forms to public visibility, you can build a form for various purposes: individual interest,  group interest, specific events,  different languages, etc.!

    3. When you create your various opportunities, you will be able to configure the option recruitment process setting to General application funnel, and then choose any form(s) from your Forms module. If someone is browsing the featured opportunities section on your org info page, clicks on an opportunity that has the General application funnel recruitment workflow, and then clicks on the Apply button, it would bring them to the form (or a list of selectable forms) that you linked to this opportunity.

    In other words, they are not directly applying/registering for the opportunity, as they are being redirected to a general application form. You can choose to create automations on the form to auto-assign users who submit the form to the opportunity.
    Idea
     You can think of this as a similar process to someone getting to a generals inquiry Google Form from your website! 

    Am I getting notified about new submissions?

    When creating a new form, you will select an assigned coordinator. This admin user will receive email and app notifications when there's a new form submissions.

    Form Watchers will also receive notifications for new form submissions.

    What type of customizations can I make?

    When it comes to the content of your form, you can customize it from top to bottom.
    1. You can choose to create section headers to break up your form into sub-sections.
    2. Add general information fields throughout your form
    3. Drag-and-drop to re-order fields.
    4. Conditional questioning logic (i.e. show this question based on the answer to the previous question)
    5. Automations on the question-answer level if the question is single-selection or multi-selection.
    6. Automations on the form submission level.

    Section 1: Details

    Warning
    All of the fields below are mandatory
    1. Title: Add a title to the form (i.e. Volunteer Application Form). Visible to users
    2. Description: Add a description to give people who arrive to this form more context or instructions. Visible to users
    3. Cover Photo: Choose your organization's information page cover photo, Vome's default cover photo or upload a custom photo. Visible to users
    4. Folder: Choose a folder to store the form in (i.e. Volunteer Application Forms).
    5. Assigned coordinator: Select an admin user who will be receiving notifications about new form submissions.

    Section 2: Content

    Warning
    The fields below are core profile fields on the form whetehr you display them or not. This is because any user who submits a form is doing so from their Vome User account and the fields below are the required fields to create an account.
    Each of these form fields is automatically mapped to corresponding database fields.
    1. First Name: This field cannot be shown on the form but the data will be shared in the form submission.

    2. Last Name: This field cannot be shown on the form but the data will be shared in the form submission.

    3. Email: Admins can choose to show this field on the form but the data will be shared in the form submission.

    4. Phone Number: Admins can choose to show this field on the form but the data will be shared in the form submission.
    Info
    The profile fields below are optional to add to the form's content.
    Each of these form fields is automatically mapped to corresponding database fields.
    1. Date of birth: User will select their date of birth

    2. Age: User will input their date of birth to calculate age, but only age will be shared. *If Date of birth is On, then age is automatically calculated.

    3. Gender: Choice between Male, Female, I'd rather not say, and Other. *If Other is selected, it opens a text field for the user to write anything

    4. Address: Type and select from dropdown using Google Maps API

    5. Occupation: Choice between Student, Professional, Retiree or Other. *If Student is selected, it opens a text field for the user to input Name of School. If Professional is selected, it opens a text field for the user to input Name of Company.

    6. Skills: User can select from a list of Vome defined skills (100+ skills). It is the same skill list from the Qualifications in the Add Opportunity process.

    7. Languages: User can select from a list of Vome defined languages (50+ skills). It is the same language list from the Qualifications in the Add Opportunity process.

    8. Bio: User can write whatever they want and simply share more information about themselves.
    Info
    Add custom fields onto to your form. 
    1. Questions: Choose between various types of response formats (i.e., text, single selection, multi-selection, date, etc.). On the Enterprise plan, admins can choose to map question fields to a new custom database field.

    2. Attachments: Add fields for users to attach files. On the Enterprise plan, admins can choose to map attachment fields to a new custom database field.

    3. General information: Add fields to share information throughout your form in different formats (text, documents, images, videos, etc.)

    4. Medical information: Add an open text field for user to share relevant medical information. There's a report for this field in the Reports module. This field is automatically mapped to the user's profile.

    5. Emergency Contact: Add a dynamic section for users to share the name, phone number and relationship to an emergency contact. There's a report for this field in the Reports module and this is a database field. This field is automatically mapped to the database.

    6. General Availability: Add an out-of-the-box availability chart for users to select days of the week (Monday to Sunday) and times of day for each day that they select (Morning, Afternoon, Evening or a custom time slot).

    7. Digital Consent: Add fields for users to read a title, description. They will need to check off a box that they acknowledge what you want them to consent to and then will be promoted to draw their signature on the Vome form. Admins can choose to attach a file to supplement the description of the consent, and users will simply be able to download the document and read it. The signature will always be made on the Vome form whether there is an attached file or not.

    Section 3: Settings & Automations

    Info
    Below you'll find custom settings to apply to each form
    1. Visibility: Public or Private
      1. If public, the form will be accessible via the GET INVOLVED button on your organization's information page and you can share it via the direct link
      2. If private, the form is only accessible via the private link
    2. Auto-add user to database: Transition form submission data (basic profile information) into the database.
    3. Auto-add user to sequence: Add a user who just submitted a form to a specific sequence (i.e. to streamline them from the application form to an onboarding process).
    4. Limit number of submissions per user: Limit the number of times a user can submit a form.
      1. You can also close the submission portal at any time
    5. Add a custom message: This will be sent via an email notification to the user immediately after they submit the form.


    How can I streamline group reservations using Vome Forms?


    How can I set up a public shift calendar for quick and no-screening volunteer shifts reservations?

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