MembershipWorks - Get Started

Committee Sign-up Form

Create a 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 committeee (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).

See an example of a committee sign-up page.

To create a new form you should:

  1. Log in as the primary administrator to MembershipWorks
  2. Go to Forms Carts Donations
  3. 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
    delete a field

    1. Click on the field you’d like to delete
    2. Click Remove
    3. Click “Confirm Remove”
    4. Follow steps 1 through 3 to delete all of the fields you no longer want
    5. Click Save Template & Continue to Items to finalize the changes

    How to add a field

    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:

    1. Click “+ Add Box”
    2. Add the question you’d like to ask in the box next to “Description”
    3. Next to “2-letter identifier” type any 2 letters
    4. Set the “Type” to the kind of questions you’d like to ask
    5. Click OK
    6. Repeat steps 1 through 5 for each question you’d like to add
    7. Click Save Template & Continue to Items to finalize your changes

    How to add new boxes

    add a box

    You may want to organize your questions into different boxes. You can see an example of a form with different boxes here.

    1. Click on “+ Add Box”
    2. Put a title for the box in “Box title”
    3. Add a description if you’d like in the “Description” field
    4. “Visibility” should only be set if you would like to limit which members or groups of members can see the questions in this box.
    5. 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 Template & Continue to Items to finalize your changes.

    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. 

    committee join form

    Directions to add an item

    1. Click “+ New Item.”
    2. Give the item a name and description, for example “Membership Committee.”
    3. In the “Item description” box you can put information about the committee.
    4. Set the “Item type” to “No cost/price.”
    5. 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.
    6. 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.*
    7. 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”.
    8. 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 blue to show that it has been enabled.
    9. 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 blue to show that it has been selected.
    10. “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.*
    11. For organizations that have our Premium MailChimp integration, you can have people who select this donation 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.*
    12. 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.

    Images Tab

    images tab

    1. 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
    2. Click Next or Save Item (the latter will appear if you are returning to edit the item after creating it)
    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:

    1. Click “+ Add Item Option” 
    2. In the “Option Name” box type the option you’d like to offer related to this committee (for example, “Committee Chair” or “Committee Member”)
    3. Repeat steps 1 & 2 to add each option for the committee
    4. Click Next or Save Item (the latter will appear if you are returning to edit the item after creating it)
    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?”

    1. Click “+ Add Question” to create your question
    2. Fill out the information for the question
    3. Click Next or Save Item (the latter will appear if you are returning to edit the item after creating it)
    Receipt Tab

    committee item specific email receiptYou 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:

    1. Add your “Subject line for the email”
    2. Add your message in the “Message for email” box
    3. 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.

    Settings Tab

    First box

    Committee join form settings
    In 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 blue 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 blue 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.

    Billing Options Box

    As joining a committee is free, you can leave this section blank.

    Email Receipt Box

    committee join form email receipt
    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.

    Adding a Form to Your Website

    You can add the form to your website by utilizing a shortcode (WordPress) or HTML5 snippet (Weebly, SquareSpace) that we provide. Please note that you can only put 1 form on a page. 

    For WordPress Websites
    1. Go to the Dashboard tab of the form
    2. Click Embed/Link
    3. Copy the shortcode
    4. Paste it onto your website page

    wordpress donation form

    For All Other Websites
    1. Go to the Dashboard tab of the form
    2. Click Embed/Link
    3. Copy the HTML5 snippet under “Embed the form on another site:“
    4. Paste it onto your website page

    HTML5 donation form

    Managing Your Form

    Record an Offline Payment

    record form payment received
    This situation applies when you receive a check or cash for a form payment. Payments yet to be received are listed in red.

    1. Click on “View/Void” next to the name
    2. Click “Record Payment received”
    Link a Form Submission to an Account

    link form submission to member account

    1. Click “View/Void” or View/Refund” next to the name
    2. Select “Link registration to account”
    3. Search for the account name
    4. Click on the account. Once the account has been linked, the person icon icon will appear next to the name. The icon is clickable.
    Void a Checkout

    void checkout

    1. Click “View/Void” next to the name
    2. Select “Void”
    3. A message will come up asking you to confirm
    4. Click Continue
    Process a Refund

    issue form refund

    1. Click “View/Void” next to the name
    2. Select “Void & Refund”
    3. A message will come up asking you to confirm void and issue full refund
    4. Click Continue

    Please note that once a transaction if refunded it cannot be undone.

    Export to a CSV Spreadsheet

    export to csv

    1. Click Export CSV
    2. Select to export all checkouts or checkouts of just a particular item