Configure the application form


The application form is often the first contact that the future teammates have with your event. It allows you to collect the information you need to manage your staff. You will find the collected information in the individual page of your contacts, each question of the application form is connected to a field of their profile.

 

Initialize the form

When you start creating your application form, you have to choose a color, specify how many teammates you need to recruit, and choose the mode of assignment of teammates to activities that you want to apply.

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If you choose all activities, you will be able to assign your teammates to all activities: when you will look for teammates for a shift, qo·ezion will list all the teammates that are available and have the requested skills for the activity. This is the less restrictive option, but if you have too many teammates participating in your event with many different activities, it can be difficult to manage your assignments this way.

If you choose no activity, you will have to manually add the authorized activities in the profile of each teammate, usually when you will analyse and accept applications. This option leads to an additional action at the beginning of the recruitment, but makes the work easier in the assignment stage.

No matter your choice when initializing your application form, you can change the mode of assignment later in the profile of your teammates.

 

 

Sections

Each section correspond to a page in your application form and allows you to group your questions by topic: personal information, skills, availabilities, etc.

To add a new section in your form, click Add section at the desired location. You can change the title of the section by clicking on it.

 

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You can also split a section or merge two sections thanks to the buttons on the left side of your form.

 

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To delete a section, click the Delete button on the right. Only empty sections can be deleted.

 

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Text and Image

Qoezion allows you to add text and images to your application form, so that you can give to the candidates all the information they need and make your form more pleasant. You can use this feature to write a welcoming message, specify the code of conduct of your event, etc.

Click the Add text/image icon to insert the title, the text, and select the image of your choice. You can move the text/image in your form by using the up/down arrows, and delete it with the delete icon.

 

 

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Questions

A question corresponds to a piece of information that will be collected and registered in a field in the profile of the candidate : name, birth date, photo, skills, or any other information you need to organize your event.

To add a question, click the button Add a question at the point of the form where you want to insert the question.

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Enter the text of your question and choose the profile field where the answer will be registered. There are many predefined profile fields, such as the name, the address, the availability slots and the photo. You can also create your own fields according to your needs.

You can add a description to your question (it will be displayed just below the question in the form) and tick the box "Required" if you wish to make your question mandatory. Use the arrow to move the question up or down in the form.

 

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Delete a question

To delete a question from your form, click on the delete icon at the bottom right. You can choose to delete the custom field attached to the question by checking the delete custom field option. It is recommended to delete the custom field when you have not yet received any applications, to avoid having an empty field in all your contact pages. If some candidates have already answered the question you want to delete, their answers will be permanently lost if you choose to delete the custom field

 

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Predefined fields

 

Personal details : Many personal detail fields are available, such as the the first name, last name, address, email address, phone number, etc.

Availability slots

Add dates and time ranges to ask your volunteers' availabilities. If you prefer not to specify the exact hours, you can add labels to the time ranges ("morning", "evening", etc.) - only the label will be displayed in the form.

In the options, you can :

  • display a collapsed table if you have too many dates/time ranges (in this case, a expand/collapse button will be available)

  • have all the time frames available by default (all the availability slots will be ticked when the applicant opens the question)

  • specify the minimum number of availability slots that the applicant must choose

 

 

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The question will appear in your form as a table, and the candidates will have to check the slots for which they are available.

 

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Remark: It is possible to add several questions about availability in your form. It allows you, for example, to ask the availability of candidates for different stages of your event (preparation tasks, dismantling, etc.). However, if you accidentally ask for availability for the same time slot in different questions, the unavailability has priority over the availability: if the candidate indicates an unavailability for that time slot in one of the questions, this answer will be registered in the contact page.

 

Skills and languages

Skills and languages can be used as requirements for activities. Click Configure Skills (or Configure Languages) to customize your list of skills/languages.

 

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Tip: If you already have a list of skills or languages in a separate file (text, excel, etc.), you can copy and paste it into qo·ezion to quickly create several items in a row.

In your form, the question will be displayed as a multiple-choice list, and for languages the level of proficiency will be asked.

 

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Diet

If you ask a question about diets in your application form, the answers will be used in the management of your catering: you will find the distribution of the different diets available in the forecast and in the distribution list of your meals.

Click Configure diets to define the list of choices available in your event: regular meal, vegetarian, gluten-free, etc.

 

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Custom fields

In addition to predefined fields (name, address, availability, etc.), qo·ezion allows you to create custom fields according to your needs, in order to collect the data needed for the organization of your event. To create a custom field, type your question and click New in the profile field selection:

 

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Then choose the type of question, give a name to your new field and list the possible choices if any.

 

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Types of question available

Short answer: use this type of question for open questions where the expected answer is only a few words (you can limit the number of characters accepted in the options). Be careful, open-ended questions make it difficult to process the answers. Instead, provide a list of pre-defined answers (single or multiple choice) when possible.

Paragraph: use this type of question for open questions that require a few sentences in the answer, such as a presentation or the candidate's motivation (you can limit the number of characters accepted in the options). As with short answers, mass data processing is complicated.

Drop down list: this type of question allows you to provide a predefined list of possible answers. You can define if the candidate has only one possible choice (a t-shirt size for example) or several choices (the desired activities among those available). In the multiple choice questions, it is possible to define a minimum and/or maximum number of accepted answers.

For a question to be used as an attribute of a material item, it must be a drop down list.

Single checkbox: use this type of question when you want a "yes" or "no" answer. If you make this question mandatory in your form, the candidates will be able to proceed to the next step only if they check the box: this can be useful for asking the candidates to confirm that they read a specific text (volunteer charter, security information, etc.)

Attachment: This type of question allows you to ask candidates to attach a file to their application: CV, copy of driver's license, etc.

Date: In the date type questions, candidates will be able to display a calendar to indicate their answer.

Additional phone number: it can be used for example to request a contact number in case of emergency. In the options, you will be able to indicate the default country.

 

Shared field library

When you create a custom profile field, you can add it to your shared field library. It allows you to easily reuse the field in all your organization's events. In addition, once a candidate has applied to an event and answered a field in the shared library, when he or she applies to other events using that same field, the form will be pre-completed with his or her last answer.

For example, you can add a field called "interests" to your shared library so that you can reuse it in all your events, and your members won't have to re-fill the field every time they apply for your events.

To add a custom profile field to your library of fields, check the Add to shared library box when creating the profile field.

 

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To use a profile field from your shared library in your application form, create your question with a custom field and select the desired library field from the list on the left of the window.

 

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Conditional display

In order to make your application form easier to read and to avoid displaying not relevant questions to candidates, you can choose to display a question only to people who answered a previous question in a particular way. For example, you can ask the question about specific diets only to those who answered "yes" to the question "Do you have a specific diet?". It is also possible to use conditional display for a text or image.

To use the conditional display, you must have previously asked a drop-down list or checkbox question. In the "Conditional display" section, in the "Question" line, choose the question that will be used as a condition:

 

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In this example, the question about the type of accomodation will be displayed only to candidates that ticked the checkbox "I need accomodation at the Volunteer Center"

 

If it is a checkbox condition, the question will be displayed when the selected checkbox is ticked.

If it is a drop-down condition, you can choose to display the question when one (or more) answers are selected - use the "in" option - or when one (or more) answers are not selected - use the "not in" option.

 

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In this example, the text is displayed only to candidates who didn't answered "I am a new volunteer".

 


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