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Audience and Volunteer Forms

FeatsClub lets you set up two separate registration forms on a single event -- one for general attendees (audience) and one for volunteers. This is useful when your event relies on volunteer support and you need to collect different information from each group.

When to Use Separate Forms​

Use separate audience and volunteer forms when:

  • Your event needs volunteers and you want to collect role-specific information (such as availability, skills, or preferred tasks).
  • You want attendees to self-identify their role during registration.
  • You need to manage and view audience and volunteer registrations separately.
tip

If your event does not need volunteers, you only need a single audience form. The volunteer form is entirely optional.

How It Works​

Attendee Experience​

When both an audience form and a volunteer form are configured on an event, attendees see a role selection during registration:

  1. The attendee opens the event and selects the registration button.
  2. They are asked to choose their role: Attendee or Volunteer.
  3. Based on their selection, the corresponding form is displayed.
  4. They fill out the form and submit their registration.
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Screenshot: Role selection during registration
The registration flow showing a role selector with two options -- "Attendee" and "Volunteer" -- each with a brief description, before the form is displayed

Admin View​

On your dashboard, registrations are labeled with the attendee's chosen role. You can identify at a glance who registered as an attendee and who registered as a volunteer when reviewing responses in the Attendees tab.

Setting Up the Audience Form​

The audience form is the standard registration form for your event. It collects information from general attendees.

  1. In the event creation or editing flow, locate the Registration Form section.
  2. Under Audience Form, choose one of:
    • Create New Form -- Build a form from scratch.
    • Select from Repository -- Pick a saved form.
    • Use Default Participant Form -- Apply the pre-built Name, Email, Phone form.
  3. Configure the form fields as needed using the Form Builder.
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Screenshot: Audience form configuration
The registration form section showing the Audience Form area with the form builder open, displaying fields for Name, Email, and a custom "Dietary Requirements" field

Typical Audience Form Fields​

For most events, the audience form includes:

  • Name (auto-fill) -- Required
  • Email (auto-fill) -- Required
  • Phone (auto-fill) -- Optional
  • Custom fields specific to your event (dietary needs, T-shirt size, experience level, and so on)

Setting Up the Volunteer Form​

The volunteer form collects information specific to the volunteer role. It appears only when a registrant chooses to sign up as a volunteer.

  1. In the event creation or editing flow, locate the Volunteer Form section (below the audience form).
  2. Enable the volunteer form toggle.
  3. Build or select a form following the same process as the audience form.
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Screenshot: Volunteer form configuration
The registration form section showing the Volunteer Form area enabled with a toggle, and the form builder displaying fields for Name, Email, Phone, "Preferred Role" (single choice), and "Availability" (multiple choice)

Typical Volunteer Form Fields​

Volunteer forms often include additional fields beyond basic contact information:

FieldTypePurpose
NameAuto-fillIdentify the volunteer
EmailAuto-fillContact the volunteer
PhoneAuto-fillReach the volunteer on event day
Preferred roleSingle ChoiceLet volunteers pick a role (setup, registration desk, cleanup)
AvailabilityMultiple ChoiceWhich shifts or days the volunteer is available
Prior experienceLong AnswerRelevant experience or skills
Special skillsMultiple ChoiceLanguages spoken, certifications, technical skills
info

The volunteer form is completely independent of the audience form. They do not need to share any fields. Build each form to collect exactly what you need for that role.

Managing Responses by Role​

After your event is published and responses start coming in, you can manage audience and volunteer registrations:

Viewing Responses​

In the Attendees tab of your event detail page, each response is tagged with the registrant's role (Attendee or Volunteer). This lets you:

  • Filter responses by role to see only volunteers or only attendees.
  • Review the form submissions for each role separately.
  • Get a count of how many people registered in each role.
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Screenshot: Attendees tab with role labels
The Attendees tab showing a list of registrations, each with a role badge -- purple "Attendee" badges and green "Volunteer" badges -- alongside the registrant's name and submission date

Capacity and Role-Based Registration​

The event's response capacity applies to the total number of registrations across both roles. There is no separate capacity for attendees versus volunteers.

For example, if you set a capacity of 200:

  • 150 attendees + 50 volunteers = 200 total (event shows as full)
  • 180 attendees + 20 volunteers = 200 total (event shows as full)
warning

If you need strict limits on volunteer count separately from attendee count, consider creating a dedicated volunteer recruitment event with its own capacity, rather than using the combined audience and volunteer form approach on a single event.

Only Audience Form (No Volunteers)​

If you do not enable a volunteer form, the event behaves as a standard RSVP or Sign-up event:

  • No role selection is shown to attendees.
  • All registrants fill out the single audience form.
  • All responses appear in the Attendees tab without role labels.

This is the default behavior and works well for most events.

Best Practices​

  • Keep volunteer forms focused -- Only ask for information you actually need to coordinate volunteers. A shorter form leads to more sign-ups.
  • Use choice fields for roles and shifts -- Single Choice and Multiple Choice fields make it easy for volunteers to indicate their preferences, and easy for you to sort and assign.
  • Include contact fields -- Always include Name, Email, and Phone on volunteer forms so you can reach volunteers before and during the event.
  • Review volunteer submissions early -- Do not wait until event day to review volunteer form submissions. Reach out to volunteers in advance to confirm their role and share logistics.

See Also​