Use Workflows to automatically add volunteers and participants to groups as soon as they submit a registration form. This keeps your VBS or summer program organized without manual data entry.

Create Your Registration Forms

A Workflow must be linked to a form before it can trigger. For VBS or youth summer programs, create two separate forms:

• Volunteer Sign-Up Form
• Participant Registration Form

The names of your forms don't need to match this, but should be meaningful. Include basic contact information on each form to ensure accurate data when creating groups and matching individuals to existing records.

Need help building a form? See Create a New Form.

Tip: Add checkboxes to your Volunteer Sign-Up Form so volunteers can indicate where they would like to serve.

Create Your VBS Groups

The Workflow will add the VBS volunteer or participant to their corresponding group. Create two separate groups:

• VBS Volunteers
• VBS Participants

The names of your groups don't need to match this, but should be meaningful. Need help creating a group? See Create Groups.

Build Your Workflow

Create a Workflow

1. From the navigation sidebar, click Workflows.

2. Select the Add tab.

   

3. Give your workflow a meaningful Name.

Add the Form Submission Trigger

1. Click the + Add Trigger button at the bottom and choose Form Submission.

   

2. Use the dropdown to select the Form to associate with this Workflow.

   

3. The Map section lets you link form fields to fields on a person's profile. This works in conjunction with the And match Individuals based on field. If you select to match individuals based on Name, tell the workflow which form field contains each person's full name. Click here for a list of field types that can be mapped.

   

4.  Select Map More Fields to map each form field to its corresponding location in your database. Repeat this step until all profile fields are mapped.
    

   

5. The first And field controls what happens when a form's data doesn't exactly match an existing person. You can choose either:
   • Create people who do not match: This creates a new person in your database. Recommended. Duplicate people may be created but can be easily merged if needed.

   • Do not create people who do not match: This doesn't create a new person, but still records the form submission. Since a person is not created in the database, they would not be added to a group. We recommend creating people, and then merging records if a duplicate is created.

     

6. The second And field lets you update a person's record with the values they entered on the form. You can choose either: 
   • Replace data in matched fields with form data: For example, if the workflow finds a match for a person but the record's phone number doesn't match what they entered on the form, the person's record is updated to the phone number entered on the form.

   • Do not replace data in matched fields with form data: in this case, the person's phone number in their record wouldn't be updated. This is likely the best practice. Many organizations prefer changes to a person's record be made manually by a person.

     

Add a Group Action

1. Select + Add Action and choose Group from the menu.
   

2. Click the These Groups field and select the name of the group the form submitters will be added to.

   

3. The And/Or a group that matches exactly the value selected in this form field option can be used instead of or in addition to the above These Groups field. This adds the person to group(s) based on their selection on the form. In this example, volunteers will also be placed in a group based on the area where they intend to volunteer. 
   If you use this feature, ideally follow these steps before creating the workflow. If you have already started the workflow, save your progress and then do the following.

   1. On your form, add either a Checkbox(es), Radio Button(s), or Dropdown field. Text boxes or fields where the user types in a response will not work for this.

      

   2. Configure the available options for your field. The options need to exactly match the names of groups we will create in the next step. Be careful not to include spaces at the beginning or end of the option display name. 

      

   3. Create groups that exactly match the option display names.

      

   4. In the workflow group action pane, you can now select the form field you created. 

      

      When a user submits the form, the submitter will be added to the group whose name matches the selection in this field.

4. Click Done and then Save.
    

Available Mapping Field Types

You can map the following form field types to a field in your database:

• Person Field Set
• Person's Name
• Address
• Email Address
• Phone Number
• Dropdown
• Date
• Numbers
• Letters
• Short Text

Submit a test form to confirm the Workflow is working correctly. Once confirmed, repeat these steps to create the same Workflow for your VBS participant registrants.

Updated August 21, 2026 16:54