For most organizations, recruitment starts in the Forms module. The first form someone submits is the main entry point into your process, and it usually goes by a name like Application Form, Interest Form, or Get Involved Form.
When someone opens that form for the first time, Vome asks them to create an account first: first name, last name, email, phone number and password. They then continue into your custom questions.
So the first form does two jobs at once. It creates the person's Vome account, and it starts your recruitment workflow.
Four questions, and your answers shape the whole setup:
Answer these first. They determine how you build the form, the onboarding flow, the automations and the opportunities.
For most organizations:
Website or outreach link > Vome form > account creation > form submission > screening and review > onboarding, opportunity, or shift assignment
That gives you one central intake point, which is where you collect profile information, screening questions, uploaded documents, digital signatures, policy acknowledgements, and anything else specific to your organization.
A Vome form has a direct link you can share anywhere. Organizations usually put it:
There is no required name for the form itself. Pick one that matches how selective your process actually is. "Application Form" signals review. "Get Involved" signals an open door.
Whenever you want to look at someone before letting them go further. The form can collect application details, screening questions, uploaded documents, digital signatures, and their availability, eligibility and interests.
Once you have reviewed a submission, you can assign an onboarding sequence, an opportunity, a single shift, or a recurring shift schedule. Which one depends on how much structure your process needs.
Only when your process is open and needs little or no screening. A shift calendar on the form lets someone apply and book a slot in one go, which is right for public events, one-time sign-up campaigns and simple registrations.
A typical shape: the opportunity is the event, and each shift is a specific date and time within it.
Please note: you do not have to include a shift calendar. If you would rather not mix scheduling into the application, use the form purely for recruitment, screening and onboarding, then assign opportunities or shifts afterwards.
They are two separate decisions, and this is the part people most often miss.
Because they are separate, you can put your screening at whichever layer makes sense:
| Setup | What happens | Good for |
|---|---|---|
| Review both manually | You approve the person, then approve each shift request. | Tight control, sensitive roles. |
| Auto-approve the opportunity, review the shift | They are in the opportunity right away, but you confirm each date. | Broadly eligible people where attendance on a given day still needs managing. |
| Auto-approve both | With Instant Book on, selecting a shift on the form books it immediately. | Open public sign-ups where speed matters more than screening. |
Instant Book is what removes the wait on the shift side. With it enabled, a shift request is approved automatically instead of sitting in your queue.
Forms support two kinds, and they fire at different moments.
Question-level automations are triggered by a specific answer, which makes them best on list-based questions such as single-select, multi-select, or auto-populated Vome fields. Depending on the answer, Vome can assign a sequence, assign an opportunity, assign profile tags, assign sites, or notify admins.
Form-level automations fire on submission regardless of the answers. They can assign opportunities, sequences, sites and profile tags, and send a follow-up message. That message doubles nicely as a confirmation receipt or a next-steps email.
Usually not. For most organizations it is better to wait until the applicant has completed onboarding and been reviewed, so your active database stays a list of people you have actually accepted.
The exception is a low-screening process where you accept nearly everyone. There, turning it on removes admin work and speeds up intake.
You do not have to assign each person to an opportunity by hand. Many organizations prefer to let people browse and register for the opportunities that match their interests, availability or qualifications. That marketplace approach keeps recruitment running at the opportunity level.
Vome supports it through opportunity visibility settings that control who sees what, profile-based rules that determine eligibility, and recruitment rules that define how someone becomes approved.