How should I go about group reservations?
There are a few recommended methodologies to optimize the group reservations process.
If you require all the info about the group participants upon initial registration, follow these steps:
1. On your left-hand navigation, go to the Forms page
2. Create a new form and title it (e.g. Group Volunteer Form)
3. In the form description field, include a link to a Google Sheet or OneDrive Excel file (read-only), and instruct volunteers to fill out the group's basic information in the spreadsheet template you've provided
You can use Vome's downloadable template from the database so that you can easily import it later with ease! The Excel template "Group Participants & Contact Info" is attached in this article for reference.
4. In Step 2, customize the form content to include all the details you need from the group leader (e.g. the person who is organizing the group's shift and who will register on behalf of the group), including questions, files, availability, and more! Decide whether you want to populate the form with a shift calendar so that the group leader can select shifts upon submitting their registration.
5. [Optional] In Step 3, choose which opportunities you want to populate the shift calendar with.
This will include all the shifts for the opportunities you link to the form!
6. The group leader will first submit the "Group Volunteer Form" on Vome, and will then send the completed group info spreadsheet by email to the admin with attached spreadsheet that includes all the info of the group.
You can also choose to have the group leader upload the spreadsheet on their initial form response by creating an entry in the Upload files section of the form. However, it will be a required field and won't allow the group leader to submit the form without uploading a document.
Example
Title: Group participant list & contact info
Description: Please click on the link in the description to download the spreadsheet template and fill out all the requested information. Once you fill out the information, save the spreadsheet and upload it in the field below!
The volunteer will attach the file and you will get all the group's information
7. Upon receipt of the group info spreadsheet from the group leader, the admin will go to the Database and make a Bulk Import
a. In the Bulk Import process, you should assign a tag to the group (e.g. Company ABC) in order to efficiently find all the group's participants in your database later on.
b. You should also assign all the group participant's listed in your spreadsheet) to an opportunity and/or shift. If you assign them directly to a shift, it will automatically approve for the opportunity that the shift is under.
c. Choose to invite volunteers to claim their profiles. This is an important part of the process and is heavily encouraged, but not required!
8. That's it - the group is scheduled and ready to go!
If you require all the info about the group participants after initial registration, follow these steps:
1. On your left-hand navigation, go to the Forms page
2. Create a new form and title it (e.g. Group Volunteer Form)
3. In Step 2, customize the form content to include all the details you need from the group leader (e.g. the person who is organizing the group's shift and who will register on behalf of the group), including questions, files, availability, and more! Decide whether you want to populate the form with a shift calendar so that the group leader can select shifts upon submitting their registration.
5. [Optional] In Step 3, choose which opportunities you want to populate the shift calendar with.
This will include all the shifts for the opportunities you link to the form!
6. Create a new sequence and title it (e.g. Volunteer Group Intake)
When customizing the sequence steps, you can select a Form & Waiver as Step 1:
Example
Title: Group participant list & contact info
Description: Please download the spreadsheet template and fill out all the requested information
Attach file: (You will attach a spreadsheet, and better yet, the Vome bulk import template)
You can always customize more steps or make the Form & Waiver a different step in the sequence
7. The group leader (an individual) will first submit the "Group Volunteer Form" on Vome, and then you will take the Add to database action on their form response
8. From the database, you will assign them to the "Volunteer Group Intake" sequence, where one of the steps will be form them to download the "Group participant & contact info" spreadsheet.
9. The group leader will fill out the spreadsheet and upload it to complete the step in the sequence.
10. Upon the group leader's spreadsheet upload, the admin will download the spreadsheet and go to the Database to make a Bulk Import
a. In the Bulk Import process, you should assign a tag to the group (e.g. Company ABC) in order to efficiently find all the group's participants in your database later on.
b. You should also assign all the group participant's listed in your spreadsheet) to an opportunity and/or shift. If you assign them directly to a shift, it will automatically approve for the opportunity that the shift is under.
c. Choose to invite volunteers to claim their profiles. This is an important part of the process and is heavily encouraged, but not required!
11. That's it - the group is scheduled and ready to go!
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