Volunteer Applications Page
1. At the top of the home page, hover over the "Organize" tab and select the event you wish to work with.
2. This is your event dashboard. On the left sidebar, click the "Volunteers" tab and select the "Applications" option.
3. This is your volunteer application page. To create a new application, click the blue "Add new application" button at the top right corner.
4. When creating a volunteer application, the first step is selecting the setup that best matches how your team is organized.
You’ll see three options:
One application with shifts: Best for smaller events or teams. All volunteers apply through one application and answer the same questions. You can then assign them to shifts.
One application with multiple departments: Best for larger events with multiple volunteer coordinators. All applicants complete one application with the same questions, then volunteers can be organized into departments.
Multiple applications with multiple departments: Best for large or complex events that need different roles or unique questions for each volunteer type. This option allows separate applications and departments for more customized management.
Once you choose the option that fits your needs, click Select this to continue. If you’re unsure, click Not sure? Let us guide you.
5. If you click Not sure? Let us guide you, you will be prompted to answer a few questions about your event and volunteer needs. Based on your answers, the system will provide an automatic recommendation.
One Application With Shifts
1. After selecting the application type "One Application With Shifts", you will be taken to the Application Details page.
On this page, you can enter important information such as the application title, age requirements, application deadline, location, visibility settings, and contact person. You can also add a cover image, description, terms and conditions, and upload any helpful documents or waivers for applicants to review.
2. Next, you’ll move to the Questions step. This is where you choose what information volunteers must provide when applying.
Required questions like name, email, and phone are included by default. You can also show or hide additional questions, mark them as optional, or add your own custom questions by clicking Add.
When finished, click Next to continue or Back to return to the previous step.
3. You can create conditional (follow-up) questions that only appear based on a user’s answer to a previous question. You can only create a follow up question if the initial question has an answer type of Multiple Choice, Checkbox, or Dropdown.
Toggle “Show question only if an answer is selected” to Yes. Next, choose the parent question. Select the specific answer that will trigger this question to appear. Click Save to apply the conditional logic.
4. Next, you’ll move to the Shifts step. This is where you create volunteer shifts for applicants to sign up for. You can enter details such as the shift title, location, number of volunteer spots available, start and end time, and a short description of the role.
When finished, click Next to continue. You can also click Skip this step if you do not need shifts, or Back to return to the previous page.
5. After creating your shifts, they will appear in a list on the Shifts page. Here, you can review important details such as the shift title, scheduled time, total hours, available slots, and current completion progress.
You can use the action icons to edit, duplicate, or delete a shift. To create another shift, click Add new. Once all shifts have been added, click Next to continue to the final step.
6. The final step allows you to customize the automatic messages volunteers receive throughout the application process. You can edit the default templates for Submission, Approval, Rejection, and Waitlist notifications so applicants receive clear and personalized updates at each stage.
These messages are sent automatically when the related action takes place. Once you finish reviewing or editing the templates, click Next to complete your volunteer application setup.
7. Once all setup steps are completed, you will see a confirmation screen letting you know your new volunteer application has been successfully created.
From here, you can click Preview application to review how the application will appear to volunteers, or select Create another application to begin setting up an additional volunteer application.
One Application With Multiple Departments
1. After selecting the application type "One Application With Multiple Departments", you will be taken to the Application Details page.
On this page, you can enter important information such as the application title, age requirements, application deadline, location, visibility settings, and contact person. You can also add a cover image, description, terms and conditions, and upload any helpful documents or waivers for applicants to review.
2. Next, you’ll move to the Questions step. This is where you choose what information volunteers must provide when applying.
Required questions like name, email, and phone are included by default. You can also show or hide additional questions, mark them as optional, or add your own custom questions by clicking Add.
3. You can create conditional (follow-up) questions that only appear based on a user’s answer to a previous question. You can only create a follow up question if the initial question has an answer type of Multiple Choice, Checkbox, or Dropdown.
Toggle “Show question only if an answer is selected” to Yes. Next, choose the parent question. Select the specific answer that will trigger this question to appear. Click Save to apply the conditional logic.
4. Once the follow-up or conditional question is saved, it will display as a sub-question in the "Questions" section of your application.
5. Next, you’ll move to the Departments step. In this step, you can organize your volunteers into different departments based on roles or responsibilities (such as Ticketing, Cleanup, or Concessions). You can create, edit, copy, or delete departments, and each department can contain its own set of shifts.
6. If you enable “Allow department selection for volunteers,” applicants will be able to choose which departments they are interested in. You can also set a limit on how many departments each applicant can select.
Use the “Include departments” dropdown to choose which departments are available for selection. If this option is turned off, volunteers will not see department choices and will need to be assigned manually.
7. Clicking the pencil icon next to a department opens the Edit Department view. Here, you can update key details such as the department name, number of volunteer slots, minimum age, location, and whether volunteers can select their own shifts. You can also assign a team lead and update the department description to provide more context for volunteers.
8. The final step allows you to customize the automatic messages volunteers receive throughout the application process. You can edit the default templates for Submission, Approval, Rejection, and Waitlist notifications so applicants receive clear and personalized updates at each stage.
These messages are sent automatically when the related action takes place. Once you finish reviewing or editing the templates, click Next to complete your volunteer application setup.
9. Once all setup steps are completed, you will see a confirmation screen letting you know your new volunteer application has been successfully created. From here, you can click Preview application to review how the application will appear to volunteers, or select Create another application to begin setting up an additional volunteer application.
Multiple Applications with Multiple Departments
1. After selecting the application type "Multiple Applications with Multiple Departments", you will be taken to the Application Details page.
On this page, you can enter important information such as the application title, age requirements, application deadline, location, visibility settings, and contact person. You can also add a cover image, description, terms and conditions, and upload any helpful documents or waivers for applicants to review.
2. Next, you’ll move to the Questions step. This is where you choose what information volunteers must provide when applying.
Required questions like name, email, and phone are included by default. You can also show or hide additional questions, mark them as optional, or add your own custom questions by clicking Add.
3. You can create conditional (follow-up) questions that only appear based on a user’s answer to a previous question. You can only create a follow up question if the initial question has an answer type of Multiple Choice, Checkbox, or Dropdown.
Toggle “Show question only if an answer is selected” to Yes. Next, choose the parent question. Select the specific answer that will trigger this question to appear. Click Save to apply the conditional logic.
5. Once the follow-up or conditional question is saved, it will display as a sub-question in the "Questions" section of your application.
6. Next, you’ll move to the Departments step. In this step, you can organize your volunteers into different departments based on roles or responsibilities (such as Ticketing, Cleanup, or Concessions).
You can create, edit, copy, or delete departments, and each department can contain its own set of shifts.
7. If you enable “Allow department selection for volunteers,” applicants will be able to choose which departments they are interested in. You can also set a limit on how many departments each applicant can select.
Use the “Include departments” dropdown to choose which departments are available for selection. If this option is turned off, volunteers will not see department choices and will need to be assigned manually.
8. Clicking the pencil icon next to a department opens the Edit Department view. Here, you can update key details such as the department name, number of volunteer slots, minimum age, location, and whether volunteers can select their own shifts. You can also assign a team lead and update the department description to provide more context for volunteers.
9. The final step allows you to customize the automatic messages volunteers receive throughout the application process. You can edit the default templates for Submission, Approval, Rejection, and Waitlist notifications so applicants receive clear and personalized updates at each stage.
These messages are sent automatically when the related action takes place. Once you finish reviewing or editing the templates, click Next to complete your volunteer application setup.
10. Once all setup steps are completed, you will see a confirmation screen letting you know your new volunteer application has been successfully created. From here, you can preview the application, copy it to quickly create similar volunteer applications, or create a brand new application from scratch. This is especially helpful when managing multiple volunteer applications or departments for different volunteer roles.
Application Options
1. Back on the application page, you’ll see important details like the application visibility, deadline, volunteer count, publish status, and description. You’ll also have quick action options to preview, copy, share, or delete the application.
The publish toggle controls whether the application is live or saved as a draft, while the completion section shows how many volunteer shifts have been filled.
To make changes to the application, click the Edit Application button at the bottom of the card.
Publish Your Application
1. Congratulations! You've successfully created a volunteer application. Now all there's left to do is to publish the application. As touched on before, you can do this in two different locations. The first in directly on the application page.
2. The second is within the application itself, when you click the "Edit Application" button. When the toggle is blue, that means the application is "live" or "published." If it is grey, that means it is in draft mode and no one can see it; not even those with a private link!
