How forms work with opportunities.
In Timecounts, our built-in form builder lets you create and publish forms that can be shared independently for volunteers to complete. However, it becomes even more powerful when paired with onboarding, events, or applications. Let’s take a closer look at each option.
Sharing a standalone form link.
When you publish a form, click the Share button in the top right corner to generate a URL you can send volunteers to complete. While this allows you to collect the necessary responses, it doesn’t provide additional functionality for managing responses, automating communication, or controlling permissions.
You might want to share a standalone form if:
You’ve already onboarded or recruited volunteers and need to capture additional information.
You need active volunteers to update their details.
You want to survey volunteers with questions not related to a specific opportunity.
Keep in mind that if you link a form to an opportunity, the URL will change as the form becomes tied to a specific flow in Timecounts. This is why knowing which URL you need to share is essential, depending on your use case.
Attaching a form for onboarding new volunteers.
Onboarding in Timecounts is the process for new volunteers joining your organization. Most organizations require volunteers to complete a general form and go through a review step before they can sign up for opportunities. The settings for onboarding may also affect how your volunteers complete forms, so it’s helpful to learn more about it.
When you attach a form in Hub Editor > Details for Onboarding, a unique URL is automatically created, distinct from a standalone form. This URL is linked to the button on your hub's landing page, so you don’t need to share the form directly—volunteers will find it as the main call-to-action button on your hub. If you need to guide people right to onboarding, the URL will look like this:
timecounts.app/organization/join.
This ensures that volunteers signing up are directed to the New tab of your onboarding flow, where you can review their responses and decide whether to add them to the directory or decline them. By using onboarding, you can also automatically trigger a customizable Welcome Message, saving you time. This creates a seamless workflow for managing new volunteers.
Attaching a form to events.
An optional feature with events is the ability to associate a form (or a set of questions) with a specific event. This is useful if you need additional information from event participants, such as t-shirt size, or to capture details like emergency contacts that may have been missed during onboarding.
To link a form to an event, first ensure that your form is published. Then, open the event and go to the Details tab. Scroll down to the Signup Form section and select the form you want volunteers to complete when signing up for this event. Then press Save at the bottom of the page. Once selected, you'll need to publish and share the URL for the event itself, as the form will be automatically linked to the event. You can review the responses directly within the event details; the answers may determine their status for the event.
Attaching a form for applications.
Like events, you can associate a form (or a set of questions) with a specific application. Creating custom forms for each application is highly recommended, as it ensures the questions are tailored to the specific role or project.
To link a form to an application, first ensure your form is published. Then, open the application and go to the Details tab. Scroll down to the New Applicants Form section, select the form you want to use from the dropdown, and press Save at the bottom of the page. Once the form is associated, it becomes part of the application. You can then share the URL for the application itself, and volunteers will encounter the form when they apply. This allows you to review their answers before qualifying them in the Screening view.
