Create a Volunteer Registration Form (Guide)

Organizing volunteers can be a juggling act, but collecting their information shouldn’t be. Whether you’re planning a one-day event or managing an ongoing program, having a streamlined volunteer registration form can make all the difference. With Knack, you can build a custom form that not only captures the right details but also keeps everything organized in one place—no tech background required.

In this guide, we’ll show you how to create a volunteer registration form from the ground up using Knack’s no-code platform. You’ll learn how to design your form, set up your database, and easily manage submissions.

Key Takeaways

• A volunteer registration form is a digital form used to collect essential information from individuals who want to sign up for volunteer opportunities.
• Knack offers intuitive tools like an AI builder, drag-and-drop functionality, and pre-built components that make building custom volunteer registration forms hassle-free.
• Most volunteer registration forms collect information like personal details and contact information, emergency contact information, availability and preferences, skills and experience, background check consent, applicable waivers, and terms and agreements.

Understanding Forms in Knack

Forms are one of the most useful tools you’ll work with in Knack. They allow you to collect and update information in your database in a user-friendly, accessible way. If you’re building a volunteer registration system, forms will be how you gather sign-up details, availability, preferences, and more. Forms are typically volunteer-facing, so make sure everything is professional, clearly labeled, and intuitive.

What Do Forms Look Like in a Live App?

In a live Knack app, forms appear as input areas that are directly connected to your database. Each form is tied to a specific table (like “Volunteers” or “Shifts”), and the fields in that table become the inputs your users see.

For example, if your “Volunteers” table includes fields like Name, Email Address, Phone Number, and Preferred Roles, your live app form will display input fields for each of these. You can customize the layout, add help text, and even use conditional logic to show or hide certain fields based on user input for full control over the volunteer registration experience.

Types of Forms You Can Build

Knack gives you the flexibility to create different types of forms depending on your needs, including: 

• New Volunteer Sign-Up Forms: Perfect for collecting information from first-time volunteers. These forms typically include contact details, availability, interests, and any required agreements or waivers.
• Update Forms for Existing Volunteers: Let returning volunteers log in and update their info—whether it’s a new phone number, a change in role preference, or an updated emergency contact.
• Availability & Preference Forms: Allow volunteers to submit their preferred shifts, days, or event roles. You can set these up to feed into a scheduling or shift assignment system within Knack.

Creating a Volunteer Registration Form With Knack

Knack’s no-code platform makes it easy to build a custom volunteer registration form. The interface is intuitive, flexible, and designed to support users at every skill level. Follow the steps below to create a form that captures the information you need and keeps your volunteer data organized—all without writing any code. 

Need extra help? Check out our free Learning Center or Developer Docs for more in-depth support.

Step 1: Add a New Form

• Click the “Pages” button in the toolbar on the left-hand side of your app.
• Select the page to which you wish to add a form or add a new page.
• On that page, click the “+ Add View” button, then Form View.
• Choose the data table(s) to which your form will connect.

Step 2: Customize Form Inputs and Layout

• Go to the Form Menu, click “Settings,” then choose “Add Inputs.”
• Add, edit, or remove fields as needed (e.g., name, contact information, shift preferences, etc.).
• Choose the data type for each field, such as short text, multiple choice, or yes/no. Make sure the data type you select matches the information the field will collect.
• Mark whether the applicant must complete the field and add instructions if necessary.
• Select “Static,” then add elements like dividers and headings to organize the form and make it more visually appealing.
• Edit any copy in the form to fit your needs and make it more intuitive (e.g., update the “Submit” button to “Register Now”).

Step 4: Enable E-Commerce (If Applicable)

If you plan to collect fees for things like background checks or uniforms through your form, you must enable e-commerce capabilities and integrate your chosen payment processor. 

• In the Form Menu, click “Settings,” then “Add a Payment View” located within the E-Commerce section.
• Select which field will be used to show the total amount due.
• Click “+ Add New Processor” and choose between Stripe and PayPal.
• Enter your payment processor credentials, then select “Add Payment Processor.”

Enhancing User Experience with Form Rules

Once your volunteer registration form is set up, you can take it a step further by using form rules to create a more personalized and dynamic experience. Form rules let you control what users see, what happens after they submit the form, and how their data is handled in your database. These small enhancements can make a big difference in how smooth and engaging the process feels for your volunteers. They can all be configured within the Actions & Rules section of the Form Menu.

Display Rules

Display rules allow you to show or hide specific fields based on a user’s input. For example, if a volunteer selects “Yes” to a question like Are you interested in a specialized role?, you can display an additional section asking about their certifications, experience, or special skills. This keeps the form clean and only shows relevant questions.

You can also use display rules to rename input labels dynamically. This is useful if the language needs to shift depending on the volunteer’s selections, like updating a field label to match the type of event they’re signing up for.

Submit Rules

Submit rules control what happens once the form is completed. You can use these to redirect volunteers to a confirmation page, a custom thank-you message, or even their volunteer dashboard if your app includes one.

Another helpful option is to show a custom confirmation message with details about the next steps, like what to expect after signing up, who will contact them, or how to prepare for their first shift. This helps set expectations and improves follow-up.

Record Actions

Record actions allow you to automatically update or create connected records when the form is submitted. For example, you might automatically categorize a volunteer based on their interests, such as “Event Support,” “Mentorship,” or “Administrative Help,” depending on the roles they select.

You can also use record actions to link new volunteers to other parts of your app, such as assigning them to a specific event or ongoing project. This keeps everything organized and saves you the time of manually updating records later on.

Automating Email Notifications

Keeping everyone in the loop is key to a smooth volunteer onboarding experience. With Knack, you can set up automated email notifications that send as soon as a form is submitted—no manual follow-up needed. All automated email notifications can be set up in the Emails section of the Form Menu.

Sending Confirmation Emails

You can automatically send a confirmation email to each volunteer after they submit the registration form. This message can thank them for signing up, share next steps, or provide important details about your program. Knack also allows you to customize these emails with dynamic content pulled directly from the form. This means you can personalize the email with the volunteer’s name, mention their selected role, or include their start date. This makes the experience feel more tailored and professional from the start.

Sending Admin Notifications

In addition to notifying volunteers, you can send automatic emails to your volunteer coordinators or admin team when someone submits a new registration. These notifications can include a summary of the submitted information, so staff can quickly review each entry without logging into the app. This real-time alert system ensures that your team can follow up promptly, assign volunteers to the right tasks, and keep things running smoothly behind the scenes.

Advanced Form Features

Knack offers several advanced features that can take your volunteer registration form to the next level. These tools help you connect data across your app, create more flexible inputs, and even automate logic behind the scenes. Don’t let the word ‘advanced’ scare you—these features are still easy to enable without IT expertise.

Using Connection Fields

Connection fields allow you to link a volunteer registration to other tables in your app, such as events, teams, or ongoing projects. This makes it easy to track which volunteers are associated with which opportunities. You can also filter connected records so users only see relevant options, like showing upcoming events instead of past ones, or only displaying roles that still need volunteers. To do this, open the Connection Field’s settings in your form and set display rules or filters based on other field values.

Adding Custom Options for Multiple Choice Fields

Sometimes, a predefined list of choices isn’t enough. Knack lets you add an “Other” option to multiple choice fields that allow users to enter their own responses. This is especially helpful when collecting skills, availability, or interests that may vary widely from person to person. It gives volunteers the flexibility to fully represent themselves without being limited by your preset list. To implement this, create a standard multiple choice or dropdown field and add “Other” as an option. Then, use a display rule to show a text input field only when “Other” is selected.

Using Forms for Calculations

You can use forms to run automatic calculations behind the scenes, helping streamline tasks like eligibility checks or volunteer grouping. For example, you might calculate a volunteer’s age based on their birthdate to ensure they meet age requirements, or determine experience level based on how many years they’ve volunteered in similar roles. These calculated values can be stored in your database and used to trigger additional form rules or workflows. To enable calculations, create equation fields in your database and include them in the form. These fields will update automatically as users enter values into the related fields.

What Should Go in a Volunteer Registration Form?

Every organization has unique needs that your form should reflect. However, there’s some information that most organizations benefit from collecting, such as:

1. Volunteer Information

• Full Name
• Date of Birth
• Email Address
• Phone Number
• Mailing Address

2. Emergency Contact Information

• Full Name of Emergency Contact
• Relationship to Volunteer
• Contact Information

3. Availability and Preferences

• Days and Times Available to Volunteer
• Preferred Volunteer Roles 
• Location Preferences 

4. Skills and Experience

• Relevant Skills
• Previous Volunteer Experience
• Certifications 

5. Background Check and Waivers

• Consent for Background Check
• Upload Identification 
• Liability Waiver Agreement

6. Terms and Agreements

• Volunteer Code of Conduct Agreement
• Digital Signature Field

7. Optional but Useful Information

The following may not be asked by every organization, but they can help you expand your reach and enhance the registration process.

Additional Questions

• How Did You Hear About This Organization? 
• Why Are You Interested in Volunteering?

References

• Contact Information for Professional or Personal References
• Upload Supporting Documents 

Design and User Experience Considerations

Good form design can improve completion rates, reduce confusion, and ensure you’re collecting accurate, useful data. Here are a few best practices to keep in mind as you build and refine your form.

Form Length and Structure

Aim to keep your form as concise as possible. Focus on collecting the essentials up front and save the optional or follow-up questions for later. You can also use conditional fields to show additional questions only when they’re relevant. For example, display a “Special Skills” section only if the volunteer selects a role that requires it. Grouping your form into clear sections (such as “Personal Info,” “Availability,” and “Terms & Agreements”) helps users move through the process without feeling overwhelmed.

Accessibility and Mobile-Friendliness

Make sure your form is easy to complete across devices, especially on mobile. Many volunteers may be signing up from their phones, so inputs should be touch-friendly, labels should be easy to read, and the layout should adjust cleanly on smaller screens. Knack does this automatically, but it’s always a good idea to double-check before going live. Include clear instructions or placeholder text for each field so users understand exactly what’s needed. If your form has multiple steps, consider adding a progress bar so users know how far along they are and how much is left.

Confirmation and Follow-Up

After a volunteer submits the form, it’s important to acknowledge their submission with a thank-you message or confirmation screen. This reassures them that their information was received. You can also use this moment to share what happens next, such as upcoming orientation sessions or training requirements. Finally, include contact information in case they have questions or need help—something simple like, “Have questions? Reach out to [Volunteer Coordinator Name] at [email].”

Get Started With Knack

Creating a volunteer registration form doesn’t have to be complicated. With Knack’s no-code platform, you can build powerful, customized forms that fit your organization’s needs without an IT team. The intuitive drag-and-drop builder makes it easy to structure your form, while pre-built components and smart field types help you launch faster. Need a head start? Knack’s AI Builder can generate your app’s structure in seconds based on a simple prompt, saving you time and effort. Or watch this tutorial video on how to build a volunteer management app in Knack. 

Ready to simplify your organization’s volunteer registration? Sign up with Knack and start building for free today!