📌 Note: The screenshots and settings shown in this article may not match what you see in your own platform, as Rosterfy is highly customisable. If you need guidance specific to your setup, please contact our support team.
Forms drive every key interaction across your account, from onboarding volunteers and capturing shift details to gathering post-event feedback.
To support a wide range of operational requirements, a selection of specialised form types is available. Choosing the right form type determines where your form appears, who can access it, how long it stays open, and how the collected data is stored.
IN THIS ARTICLE:
User Account and Profile Forms
These forms handle a User's initial entry into your system and the ongoing maintenance of their User profile.
User Registration Form
Purpose: Collects essential information to create a new account, establish User credentials, and grant access to the platform or event.
Where to Assign Form: This form does not need to be assigned within the Rosterfy application. It is shareable via a URL link: Click the More Actions menu on the form > View Link option.
When It Appears: A prospective Volunteer opens the public URL link (either the account's default registration page or one associated with a specific User Type or role).
Duration & Availability: Available whenever account registration is enabled and the form is not archived.
Form Rules:
✅ Shareable link available.
❌ Tab breaks not supported.
❌ Page breaks not supported.
User Profile Page
Purpose: Allows Volunteers to view and update their personal details, manage account settings, and set preferences at any time.
Where to Assign Form: Click Settings > Organization Settings > Users tab > Profile form field > click Save button.
When It Appears: A logged-in Volunteer opens the Profile page in the Volunteer Portal > My Profile.
Duration & Availability: Always available on the portal for logged-in Volunteers.
Form Rules:
❌ No shareable link.
✅ Tab Breaks Supported. This is the only form type that allows Tab Breaks to organize profile fields.
✅ Page breaks supported.
Shift Operations & Field Management
Attached directly to Shifts, these forms govern Volunteer workflows before, during, and after Shifts, as well as Leader interaction. The forms in this section can be configured across three levels:
Global Level: Managed and applied platform-wide from Settings > Organization Settings > Events tab.
Event Level: Managed in the Portal Visibility tab and applied to all Shifts within that Event by default.
Shift Level: Managed in the Forms tab and applied strictly to an individual Shift.
Pre Check-In Form
Purpose: Gathers necessary details ahead of time (such as health declarations, meal choices, or attendance confirmation) to prepare for an upcoming Shift.
Where to Assign Form: The Pre Check-In form can be applied in the following locations of the Rosterfy application:
Global level: Click Settings > Organization Settings > Events tab > Default Pre Check-In Form option > select form > Save button.
Event level: Click More Actions menu on Event desired > Update > Shift Defaults tab > Default Shift Pre Check-In Form option > select form > Save button.
Shift level: Click More Actions menu on Shift desired > Update > Forms tab > Shift Pre Check-In Form option > select form > Save button.
When It Appears: The Pre Check-In button is displayed on the Volunteer's Shift card in the User Portal.
Duration & Availability: Opens a set time before the Shift starts. Volunteers must complete this form before they can check in using QR codes or email links.
Form Rules:
❌ No shareable link.
❌ Tab breaks not supported.
✅ Page breaks supported.
Check-In Form
Purpose: Confirms Volunteer arrival on the day, records Shift start times, and grants access to Shift activities.
Where to Assign Form: The Check-In form can be applied in the following locations of the Rosterfy application:
Global level: Click Settings > Organization Settings > Events tab > Default Shift Check-In Form option > select form > Save button.
Event level: Click More Actions menu on Event desired > Update > Shift Defaults tab > Default Shift Check-In Form option > select form > Save button.
Shift level: Click More Actions menu on Shift desired > Update > Forms tab > Shift Check-In Form option > select form > Save button.
When It Appears: Selecting Check-In button during the check-in process prompts the form to appear. Applies to when a Leader is checking a Volunteer in, or a Volunteer is checking in via self check-in methods.
Duration & Availability: Active during the Shift's check-in window.
Form Rules:
❌ No shareable link.
❌ Tab breaks not supported.
✅ Page breaks supported.
Check-Out Form
Purpose: Records Shift end times, tracks total hours completed, and logs any additional Shift feedback or updates.
Where to Assign Form: The Check-Out form can be applied in the following locations of the Rosterfy application:
Global level: Click Settings > Organization Settings > Events tab > Default Shift Check-Out Form option > select form > Save button.
Event level: Click More Actions menu on Event desired > Update > Shift Defaults tab > Default Shift Check-Out Form option > select form > Save button.
Shift level: Click More Actions menu on Shift desired > Update > Forms tab > Shift Check-Out Form option > select form > Save button.
When It Appears: Selecting Check-Out prompts the form to appear. Applies to when a Leader is checking a Volunteer out or a Volunteer is checking out via self check-out methods.
Duration & Availability: Active during the check-out window.
Form Rules:
❌ No shareable link.
❌ Tab breaks not supported.
✅ Page breaks supported.
Shift Application Form
Purpose: Allows Volunteers to request to sign up for available Shifts and submit any required preferences or qualifications for coordinator approval.
Where to Assign Form: The Shift Application form can be applied in the following locations of the Rosterfy application:
Global level: Click Settings > Organization Settings > Events tab > Default Shift Application Form option > select form > Save button.
Event level: Click More Actions menu on Event desired > Update > Shift Defaults tab > Default Shift Application Form option > select form > Save button.
Shift level: Click More Actions menu on Shift desired > Update > Forms tab > Shift Application Form option > select form > Save button.
When It Appears: A volunteer clicks Select on a Shift in the User Portal they wish to apply to. Click the Complete Shift Application button:
Duration & Availability: Open while Shift applications are accepting entries.
Form Rules:
❌ No shareable link.
❌ Tab breaks not supported.
✅ Page breaks supported.
Shift Feedback Form
Purpose: Captures post-Shift insights and ratings to help Admins and Leaders improve future operations and Volunteer support.
Where to Assign Form: The Shift Feedback form can be applied in the following locations of the Rosterfy application:
💡Tip: The Shift Feedback Form can be applied to multiple form setting options at one time: Shift Attended Form, Post Shift Feedback Form, Post Shift Leader Feedback Form.
Global level: Click Settings > Organization Settings > Events tab > Default Shift Attended Form option, or Default Post Shift Feedback Form option, or Default Post Shift Leader Feedback Form option > select form > Save button.
Event level: Click More Actions menu on Event desired > Update > Shift Defaults tab > Default Shift Attended Form option, or Default Post Shift Feedback Form option, or Default Post Shift Leader Feedback Form option > select form > Save button.
Shift level: Click More Actions menu on Shift desired > Update > Forms tab > Shift Attended Form option, or Post Shift Feedback Form option, or Post Shift Leader Feedback Form option > select form > Save button.
When It Appears: Appears in the User Portal automatically after a Shift has ended and the Volunteer's shift status is Attended. Click the Complete Post Shift Feedback button:
Duration & Availability: Remains active for 7 days post-shift before expiring.
Form Rules:
❌ No shareable link.
❌ Tab breaks not supported.
✅ Page breaks supported.
Shift Withdrawal Form
Purpose: Collects cancellation requests from Volunteers who are no longer able to attend a scheduled shift, including their reason for withdrawing and any required notice.
Prerequisite Settings: The following settings must be enabled for the form to display correctly:
Settings > Organization Settings > Events tab > Users Can Withdraw From Shifts must be set to Yes.
Apply the setting at either the Event or Shift level:
Event Level: Update the Event > Shift Defaults tab > check the Users Can Withdraw From Shifts option. This setting automatically applies to all Shifts within the Event.
Shift Level: Update the Shift > Advanced tab > check the Users Can Withdraw From Shifts option. This setting applies to the individual Shift only.
Where to Assign Form: The Shift Withdrawal form can be applied in the following locations of the Rosterfy application:
Global level: Click Settings > Organization Settings > Events tab > Default Shift Withdrawal Form option > select form > Save button.
Event level: Click More Actions menu on Event desired > Update > Shift Defaults tab > Default Shift Withdrawal Form option > select form > Save button.
Shift level: Click More Actions menu on Shift desired > Update > Forms tab > Shift Withdrawal Form option > select form > Save button.
When It Appears: A Volunteer clicks on their Shift status of a Shift > click the Withdraw option:
Duration & Availability: Available until the Shift withdrawal deadline passes.
Form Rules:
❌ No shareable link.
❌ Tab breaks not supported.
✅ Page breaks supported.
Event & Role Offer Forms
Used to engage Volunteers at the macro-level (Events and multi-Shift roles) before assigning specific Shift times.
Expression of Interest Form
Purpose: Allows Volunteers to signal their interest and general availability early, helping team Leaders gauge capacity and plan staffing needs in advance.
Prerquisite Settings: In the Event > check the Accept Expression of Interest option.
Where to Assign Form: The Expression of Interest form can be applied at the Event level: Click More Actions menu on Event desired > Update > Shift Defaults tab > Default Shift Withdrawal Form option > select form > Save button.
When It Appears: In the User Portal, click the Events option in the left-hand menu. The Express Interest button appears on upcoming Events.
Duration & Availability: Active for Events that have not started, until Shift demand is filled or expression of interest setting is turned off.
Form Rules:
❌ No shareable link.
❌ Tab breaks not supported.
❌ Page breaks not supported.
Cancel Expression of Interest Form
Purpose: Allows Volunteers to remove their name from an Event waitlist or expression of interest list, ensuring coordinators have an accurate count of available staff.
Where to Assign Form: The Cancel Expression of Interest form can be applied in the following locations of the Rosterfy application:
Global level: Click Settings > Organization Settings > Events tab > Default Cancel Expression of Interest Form option > select form > Save button.
Event level: Click More Actions menu on Event desired > Update > Shift Defaults tab > Cancel Expression of Interest Form option > select form > Save button.
When It Appears: In the User Portal, click the Events option in the left-hand menu > click the View Event button > click the Cancel Expression of Interest button:
Duration & Availability: Available while a Volunteer has an active Expression of Interest submission.
Form Rules:
❌ No shareable link.
❌ Tab breaks not supported.
✅ Page breaks supported.
Role Offer Application Form
Purpose: Allows Volunteers to review details of a offered role and formally accept or decline the assignment before they are added to the active Shift roster.
Prerequisite Settings: The following settings must be enabled for the form to display correctly:
Settings > Organization Settings > Headcount tab > Allow Applications for Role offers option set to Yes.
Headcount > Role offers > More Actions menu on the Role Offer you wish to attach a form to > check the Allow Users to Self-Apply option > Save button.
Where to Assign Form: Click Headcount > Role offers > More Actions menu on the Role Offer desired > Settings tab > Application Form option > Save button.
When It Appears: In the User Portal, click the Role Offers option in the left-hand menu > click the Apply Now button on the role desired > click Apply button:
Duration & Availability: Active during the role's application window.
Form Rules:
✅ Shareable link available. Check the Allow Volunteers to Self-Apply option and the Visible to the Public option in the Role Offer located under the General tab to create the link.
❌ Tab breaks not supported.
❌ Page breaks not supported.
Role Offer - Accept Form
Purpose: Collects formal acceptance from a Volunteer who has been invited to fill a specific role, confirming their availability and agreement to assigned responsibilities.
Prerequisite Settings: The following setting must be disabled, if applicable. Click Headcount > Role offers > More Actions menu on the Role Offer desired > uncheck Allow User to Self-Apply option > Save button.
Where to Assign Form: Click Headcount > Role offers > More Actions menu on the Role Offer desired > Settings tab > Accept Form option > add form > Save button.
When It Appears: In the User Portal, click the Role Offers option in the left-hand menu > click the View or View Role Offer button > click the Accept button:
Duration & Availability: Available while a Role Offer remains open and unaccepted.
Form Rules:
❌ No shareable link.
❌ Tab breaks not supported.
✅ Page breaks supported.
Role Offer Application Withdrawal Form
Purpose: Allows Volunteers to formally remove themselves from consideration for a specific role offer, notifying coordinators early so the position can be offered to another candidate.
Prerequisite Settings: Click Headcount > Role offers > More Actions menu on the Role Offer desired > Settings tab > check the Allow Users to withdraw Role offer application option > Save button.
Where to Assign Form: Click Headcount > Role offers > More Actions menu on the Role Offer desired > Settings tab > Withdraw Form option > add form > Save button.
When It Appears: A volunteer cancels their pending application for a Role Offer. Click View or View Role Offer button > click Withdraw button.
Duration & Availability: Active until the role offer's withdrawal deadline.
Form Rules:
❌ No shareable link.
❌ Tab breaks not supported.
✅ Page breaks supported.
Role Offer - Reject Form
Purpose: Allows Volunteers to formally decline an offered role, notifying administrators immediately so the position can be offered to another candidate.
Prerequisite Settings: The following setting must be disabled, if applicable. Click Headcount > Role offers > More Actions menu on the Role Offer desired > uncheck Allow User to Self-Apply option > Save button.
Where to Assign Form: Click Headcount > Role offers > More Actions menu on the Role Offer desired > Settings tab > Reject Form option > add form > Save button.
When It Appears: In the User Portal, click the Role Offers option in the left-hand menu > click the View or View Role Offer button > click the Reject button:
Duration & Availability: Available while a Role Offer remains open and unaccepted.
Link & Layout Rules:
❌ No shareable link.
❌ Tab breaks not supported.
✅ Page breaks supported.
Role Offer Interaction Form
Purpose: Allows Volunteers to respond to a pending role offer, capturing their decision to accept or decline while collecting any required confirmations or notes for administrators.
Where to Assign Form: Click Headcount > Role offers > More Actions menu on the Role Offer desired > Settings tab > Complete Role Offer Form option > add form > Save button.
When It Appears: In the User Portal, click the Role Offers option in the left-hand menu > click the Feedback button:
💡Tip: Feedback can be edited once submitted via the Edit Feedback button displayed in the same location as the Feedback button.
Duration & Availability: No limit.
Form Rules:
❌ No shareable link.
❌ Tab breaks not supported.
✅ Page breaks supported.
User Activities Form
Purpose: Captures detailed information about a Volunteer's engagement, allowing users to log finished tasks, report completed Shift details, and submit progress notes.
Prerequisite Settings: Click the Event > Update > Advanced tab > check the Allow Users to log User activities option > Save button.
Where to Assign Form: Click the Event > Update > Advanced tab > User Activities Form option > add form > Save button.
When It Appears: In the User Portal, click the Events option in the left-hand menu > click the View Event button > click the Report User Activities button:
Duration & Availability: Available whenever the event has the Allow User Activities setting turned on.
Form Rules:
❌ No shareable link.
❌ Tab breaks not supported.
❌ Page breaks not supported.
Public, Data Collection & Custom Automation Forms
These forms capture general data, drive automated Journeys, or serve anonymous external audiences.
Anonymous Form
Purpose: Allows Volunteers and staff to share honest feedback, report concerns, or submit sensitive information with total confidentiality, protecting their identity.
When It Appears: Can be accessed by a standalone link by anyone. No login or account is required.
Duration & Availability: Active while published, not archived, and before any scheduled close date.
Form Rules:
✅ Shareable link available. Can be sent to anyone and does not require the Volunteer to login or have a Rosterfy account.
❌ Tab breaks not supported.
✅ Page breaks supported.
User Data Collection Form
Purpose: Updates and overwrites user information, such as contact details, emergency contacts, and qualifications, to support onboarding, compliance, and ongoing communication.
When It Appears: When the form is assigned to a journey step or sent as a standalone link.
Duration & Availability: Stays open until the Volunteer completes it or the automated workflow expires.
Form Rules:
✅ Shareable link available. Volunteers must login to access it.
❌ Tab breaks not supported.
✅ Page breaks supported.
User Data Collection Form (with Submission History)
Purpose: Gathers repeating user data like expenses and routine reports, keeping a complete historical record of prior submissions in one place. Every submission saves as its own new record rather than overwriting past answers.
When It Appears: A Volunteer opens a form that tracks separate entries over time (e.g., weekly availability check-ins, monthly logs). Assign the form to a journey step or send as a standalone link.
Duration & Availability: Available whenever the form is active.
Form Rules:
✅ Shareable link available. Volunteers must login to access it.
❌ Tab breaks not supported.
❌ Page breaks not supported.
Admin & Specialty Module Forms
Restricted form types used by system administrators or specialised platform modules.
Administrator Form
Purpose: Allows administrators to log managerial notes, compliance records, or internal updates directly within a volunteer's profile. Each submission adds new information or updates targeted fields without overwriting the rest of the user's existing profile data.
Where to Assign Form: The form does not to be assigned. However, the form must be created in order to access it.
When It Appears: Click Users > Users > More Actions menu on the Volunteer's profile desired > View Profile > click the Actions button > Administrator Form option:
Duration & Availability: Available indefinitely until the form is archived or deleted.
Form Rules:
❌ No shareable link.
❌ Tab breaks not supported.
✅ Page breaks supported.
💡Tip: Administrators can use both the Administrator Form and the Administrator Form (with Submission History) together within a Volunteer's profile. The regular administrator form handles ongoing profile updates and field population, while the submission history form provides a full chronological audit trail for repeating reports and logs.
Administrator Form (with Submission History)
Purpose: Allows administrators to enter managerial notes, compliance updates, or profile details directly on a volunteer's record. Each new submission overwrites previous form entries while preserving a full audit trail in the user's submission history.
Where to Assign Form: The form does not to be assigned. However, the form must be created in order to access it.
When It Appears: Click Users > Users > More Actions menu on the Volunteer's profile desired > View Profile > click the Actions button > Administrator Form (with submission history) option:
Duration & Availability: Available indefinitely until the form is archived or deleted.
Form Rules:
❌ No shareable link.
❌ Tab breaks not supported.
✅ Page breaks supported.
💡Tip: Administrators can use both the Administrator Form and the Administrator Form (with Submission History) together within a Volunteer's profile. The regular administrator form handles ongoing profile updates and field population, while the submission history form provides a full chronological audit trail for repeating reports and logs.
Family Member Registration Form
Purpose: Allows Volunteers or administrators to register dependants and family members, ensuring accurate household tracking, emergency readiness, and program eligibility.
Where to Assign Form: Click Settings > Organization Settings > Family tab > Family Member Registration form option > add form > Save button.
When It Appears: Two options are available to access the form:
Administator adds family member via the Volunteer's profile: Click Users > Users > More Actions menu on the Volunteer's profile desired > View Profile > click the Family option at the bottom of the left-hand menu of the Volunteer's profile > click the Make a family for this User button > click the Create button:
Volunteer adds family member via the User Portal: Click the My Profile option in the left-hand menu > scroll to the bottom > click the Add Family Member button:
Duration & Availability: Available as long as it's assigned.
Form Rules:
❌ No shareable link.
❌ Tab breaks not supported.
❌ Page breaks not supported.
Family Member Update Form
Purpose: Allows primary account holders or administrators to edit and update existing contact, medical, or background details for registered family members.
Where to Assign Form: Click Settings > Organization Settings > Family tab > Family Member Update form option > add form > Save button.
When It Appears: Two options are available to access the form:
Administrator updates registered fmaaily member's information: Click Users > Users > More Actions menu on the Volunteer's profile desired > View Profile > click the Family option at the bottom of the left-hand menu of the Volunteer's profile > click the Quick Update Family Member icon next to the More Actions menu:
Volunteer updates family member via the User Portal: Click the My Profile option in the left-hand menu > scroll to the bottom > click the Update button:
Duration & Availability: Available as long as it's assigned.
Form Rules:
❌ No shareable link.
❌ Tab breaks not supported.
✅ Page breaks supported.