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Registrants Module

Purpose: The Registrants Module is a way for your volunteers and others to sign up and enter their information directly into the database as Contacts. An external registration page is dynamic and configurable where volunteers can sign up. Staff then see all of the registrants on a list view and have the ability to convert any of the registrants into users.

Cost: To be determined.

Status: Beta Testing

To see if it already enabled, go to Admin > Processes, Forms, and Profiles and check for "Registrant" module in the dropdown. If it is not there, file a ticket from your site (Help menu > Support Request) to start the process of getting this module enabled on your site.

Volunteer Registrations


Volunteer Registrations Listview

The Volunteer Registrations listview contains a list of all online registrations that have happened where creating the user has not been approved. This is a static page and cannot be modified. Clicking on the Name field will open the dynamic Contact Profile in the system for that contact record. The last column allows you to search and check if there is an existing user for that individual. It will open the User list and allow you to filter and search within that home front. If there is not an existing user, you can then use the "Make User" action item to create a user. This first launches a confirmation page. If you say "Yes", then the Registrant Contact is marked as "Approved" even without finalizing the user creation that follows. The Volunteer Registration Acceptance Email is then sent to the registrant. Then it launches the Add New User process, prefilling a number of the fields from the registration's contact record. Once you say you want to make the user account, the registrant is removed from the list of Volunteer Registrations (whether you complete the registration or not). 

This may create second (or third) contact records for an individual in your site. You can either mark the new one as not a current contact or merge the contacts.

Batch Volunteer Updates

In those times of plenty where you've got a large number of volunteers to approve (or spam to reject), while on the Volunteer Registrations Page, there is a Batch Volunteer Update option in the Actions menu. 

Volunteer Registration Batch Update Block

This gives you the option to set the registration status to "Accepted, Denied, or Wait-List". These lookup values are from the system lookup of Registrant Status. You can then confirm the changes before creating their user account. It will then use a default username and leave all the details blank on the user record that were not transferred from the contact record, except for the system values which can then be set:

Batch Update Settings

Configuration

Creating Registration Forms

On the Admin > Processes, Forms, and Profiles page, select the Registrants module. 

Create a new Registrant Profile.
This will serve as the Thank You landing page for any new registrations. This can have an instruction note with a thank you message and any details you want about next steps. It is not required but suggested to have this Profile in place. To modify the header content on the profile, go to Admin --> Site Settings, and change the details for "Default Registrant External Profile Header Content" under the Other section. This defaults to "External Profile". 

Then create a new Registrant Create Form & Process.
On the form, be sure to include the volunteer's First Name, Last Name, Email Address, and any other contact information you wish to collect. The interface the volunteer sees is the same UI as External Forms or Online Intake. The Process can also be modified with the same Custom Profile styles as the Online Intake. 

To make it live, under the Process settings, turn External Access on. You'll also need to select your new landing page profile as the Follow-up Profile for the Process. 

External Access

That will provide you with a direct link to use as well as an embed link. Volunteers and others can then access the link to register. 

Accessing the list of Volunteer Registrations 


The Volunteer Registrations responses can be viewed at https://yoursitenamegoeshere.legalserver.org/registrant. If you're not interested in typing the URL, there's a link that you have to enable in the settings. Go to Admin --> Outreach Settings and toggle "Show Volunteer Registration Static Link on Outreach and Contact home".

Show Volunteer Registration Static Link

This will add "Volunteer Registrations" to the Actions menu on the main Contacts page. 

Email Confirmations


On confirming or rejecting a registration, an email is automatically sent to the individual (if they have a valid email address). For accepted registrants, the email will also contain their login username. The text of the messages can be modified by the fields on Admin --> Pro Bono Settings. Specifically the Volunteer Registration Acceptance Email Body and Volunteer Registration Denial Email Body. 

Volunteer Registration Email Body Fields

These come from a "no-reply" email address. The default email text is "Your volunteer registration has been approved." or "Your volunteer registration has been declined." It includes the default username which is often "id###" in the body of the email. 

Setting up the Header for the Final Page


Navigate to Admin -> Site Settings -> Under "Other", adjust "Default Registrant External Profile Header Content" to have the default header that you want. The default text here is "External Profile."

Default Registrant External Profile Header Content


Known Issues

* Using the Organization Name Field on the registrant module /system/system_field/edit/25928 captures the name as the name of the contact. The Alternative Organization Name field doesn't seem to capture data?