Committee Sign-Up Form
A committee sign-up form is a great way to track and recruit volunteers. Some features of interest:
- You
can set up the form to automatically notify committee chairs by email
when someone checks out the form and indicates interest in their
committee (see Item Tab > “Notify email(s)”).
- You can create Labels for each committee in Labels & Membership and then apply committee-specific Labels to members who complete the form so you can track who belongs to each committee (see Item Tab > “Checkout actions”).
- Form
submitters can receive an email with specific details related to the
committee(s) they sign up for such as a regular meeting date and time
and chair contact information (see Receipt Tab).
To create a new form you should:
- Log in as the primary administrator to MembershipWorks
- Go to Forms Carts Donations
- Click “+ New Form”
The primary admin can give secondary admins the ability to access forms that have already been created.
Form Template Tab
This
is where you can add the questions you would like everyone to complete
no matter which committee they select. You will have the opportunity to
add questions specific to a particular committee at a later point. By
default the form will have fields to collect the Name, Email and Phone.
In most cases you won’t need to update this. If you do you can follow
the directions below.
How to delete a field
- Click on the field you’d like to delete
- Click Remove
- Click “Confirm Remove”
- Follow steps 1 through 3 to delete all of the fields you no longer want
- Click Save & Continue to finalize the changes
How to add a field
When adding a field, you can either opt to add a custom field or click on the “Field” drop down menu to select one of the existing system fields. If a system field exists for your purpose, we recommend using that field type instead of creating a new one. To create a new custom field:
- Click “+ Add Box”
- Add the question you’d like to ask in the box next to “Description”
- Next to “2-letter identifier” type any 2 letters
- Set the “Type” to the kind of questions you’d like to ask
- Click OK
- Repeat steps 1 through 5 for each question you’d like to add
- Click Save & Continue to finalize your changes
How to add new boxes
You may want to organize your questions into different boxes. You can see an example of a form with different boxes here.
- Click on “+ Add Box”
- Put a title for the box in “Box title”
- Add a description if you’d like in the “Description” field
- “Visibility” should only be set if you would like to limit which members or groups of members can see the questions in this box.
- Click OK
Once you’ve added the box you can follow the above directions on “How to add a field” to add fields to the box. You can also drag and drop existing fields from one box to another. Don’t forget to click Save & Continue to finalize your changes.
Form Item Tab
This is where you can add the committees you members can choose from. You can add as many committees as you’d like.
Directions to add an item
- Click “+ New Item.”
- Give the item a name and description, for example “Membership Committee.”
- In the “Item description” box you can put information about the committee.
- Set the “Item type” to “No cost/price.”
- If
you don’t want to allow the form submitter to select more than one of
the volunteer spots on the committee, you can put “1” in the “Limit___of
this item per checkout” field.
- Add the email addresses of
anyone you’d like to be notified when someone checks out this item. This
would be a great place to put the committee chair’s email so they are
notified when someone is interested. You can add multiple emails by
separating them with a comma and no space.*
- By default the
button text to select this item will say “Add”. If you’d like to change
it, you can add the text you prefer in the box next to “Button text”.
- You
can restrict the item to only accounts with a particular membership
level or label by enabling the “Restrict to” feature. After you enable
it, click on the membership level(s) or Label(s) you’d like to have
access to the item. You’ll see the background turn green to show that it
has been enabled.
- You can exclude the item from accounts with a
particular membership levels or Labels by enabling the “Exclude”
feature. After you enable it, click on the membership level or Label
you’d like to exclude from having access to the item. You’ll see the
background turn green to show that it has been selected.
- “Checkout
actions” allow you to add current accounts to Folders or Labels when
they check out. This is a great way to automatically apply a
committee-specific Label to the member when they check out.*
- For organizations that have our Premium MailChimp integration,
you can have people who submit this form automatically added to
your MailChimp audience. You can also attach MailChimp Tags to them. If
you don’t have our Premium MailChimp integration, you’ll be able to
export them from the form Dashboard and import them into MailChimp or other newsletter software.*
- Click Next
*
Notification emails, checkout actions and receipts can be set
individually for each item or for the whole form in the Settings tab of
the form.
Item Images Tab
- To
add an image, click or drop the file in the box as directed – the first
picture will be the one that shows as the main image. Additional
pictures will show when the website visitor clicks on the item for more
information
- Click Next or Save Item (the latter will appear if you are returning to edit the item after creating it)
Item Options Tab
In
most cases you will not utilize options for a committee signup form and
can skip this. If you’d like to add options you can do so by following
the directions below:
- Click “+ Add Item Option”
- In
the “Option Name” box type the option you’d like to offer related to
this committee (for example, “Committee Chair” or “Committee Member”)
- Repeat steps 1 & 2 to add each option for the committee
- Click Next or Save Item (the latter will appear if you are returning to edit the item after creating it)
Item Questions Tab
The Questions
tab allows you to add as many questions as you’d like for this item.
For example, you could ask. “Have you served on this committee before?”
- Click “+ Add Question” to create your question
- Fill out the information for the question
- Click Next or Save Item (the latter will appear if you are returning to edit the item after creating it)
Item Receipt Tab
You can create a separate receipt for each item, or have just one receipt that you create in the Settings
tab. Many customers like to utilize the item receipt to provide
information about where and when the committee meets along with any
general committee information such as the chair’s contact information.
If you don’t need to provide different information for each committee
you may just want to create one receipt in the Settings tab.* If you do want to create an individual receipt for this committee, follow these instructions:
- Add your “Subject line for the email”
- Add your message in the “Message for email” box
- Click Add Item or Save Item (the latter will appear if you are returning to edit the item after creating it)
*Notification emails, checkout actions and receipts can be set individually for each item or for the whole form in the Settings tab of the form.
Form Settings Tab
Settings - First Section
In the top box you can control the following:
Form name:
This is set when you create the form. You can change it here if you’d
like. Please note that if you change the name, it will change the
WordPress shortcode and HTML5 snippet used to embed the form on your
website. Therefore if you change the name after putting the form on your
website, you will need to update the WordPress shortcode or HTML5
snippet on your website.
Notify email(s): You can
add email addresses of people who should be notified when someone
checks out this form. This can also be done at the item level if you
prefer. If you have multiple emails you like notified, separate them
with a comma (no space).
Redirect to: You can put a URL in this box and it will redirect the member to that page upon checkout.
Checkout button text: Here you can update the text you’d like on the checkout button. For example, some people like it to use “Submit”.
Scroll:
If most website visitors will only be selecting one item, you can
enable this setting and the form will automatically scroll down to the
checkout area after an item is selected. If many people will be
selecting multiple items, it is best not to enable this setting.
Handling fee: As joining a committee is free, you can leave this section blank.
Limit items per checkout:
You can leave this blank if you don’t want to limit the number of
committees a website visitor can select. If there is a limit you can add
it here.
Checkout actions:
- “If
user has account, add user to these folders/labels” allows you to add
users who already have an account in your system to a particular Folder,
or add a Label to their account. When selected you will see a list of
all the Folders and Labels you’ve created. Click on the ones you’d like
and you’ll see their background turn green to show that they have been
enabled. You can also create accounts for people who aren’t currently in
your system. Please note accounts created for nonmembers would count
towards the total number on your MembershipWorks plan.
- “If
user has account, remove these labels” allows you to remove the Label
from an account when they check out this form. When selected, you will
see a list of all the Labels you’ve created. Click on the ones you’d
like and you’ll see their background turn green to show that they have
been selected.
- “If user does not have account,
add user to these labels/folders” will automatically create accounts for
users that check out this form and don’t currently have an account. In
most cases we don’t recommend enabling this setting as each account
created will count toward the total number on your MembershipWorks plan.
You will be able to see and export information from the form on its Dashboard, including contact information of people who do not have accounts in your system.
- “Add
user to email list” will only be visible if you have the Premium
MailChimp Integration Add-On. This allows you to automatically add
people who check out this form to the MailChimp audience of your choice.
You can also have it automatically attach Tags. If you don’t have the Premium MailChimp Add-On you can export from the event’s Dashboard to a csv spreadsheet and then import the spreadsheet into your newsletter platform.
It is important that you always click Save after making any changes in this box to finalize your change.
Settings - Billing Options Section
As joining a committee is free, you can leave this section blank.
Settings - Email Receipt Section
Here you can create a receipt that goes out when someone checks out the form. Below the email box you can click on “Tags” to see what tags are accepted in this email. For example if you type “[now]” it will replace “[now]” with the current date when the email is sent. If you’ve already setup receipts for the Items, you can make this section blank so your members don’t receive multiple email receipts upon checkout.
Add the Form to Your Website
You
can add the form to your website by
utilizing the shortcodes/snippet codes that we provide. Please note that
you can only put
shortcode or snippet code per a page. To obtain the code needed to embed the form on your site follow these steps:
- Click on the forms Dashboard and then click "Embed/Link"
- From here you will find the shortcode/HTML snippet needed to embed the form on your WordPress, Wix or other site
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