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Build a form

Role requiredStaff: Forms

What you’ll achieve: a form your members can fill in — for onboarding, event sign-up or any question set — with answers that flow into the right places.

Prerequisites: a created club, and the Forms / Add New permission to create forms (Forms / Manage to edit them).

Open in Club Manager

Form types

Section titled “Form types”

Forms are how you collect information from your players in Volley World App, and each type is built for a different moment: when someone joins your club, signs up for a training group, registers a team for a tournament, or anything else. When you click + Add Form, Club Manager asks you to pick a type and describes each one like this:

Standard Form

Section titled “Standard Form”

A flexible, general-purpose form to collect attendee details for training sessions or open matches. Use it to gather names, contact information, waivers or medical notes at pay-as-you-go events, or integrate it into your license or subscription purchase flows—perfect for member on-boarding, renewals, and one-off event sign-ups.

Onboarding Form

Section titled “Onboarding Form”

Shown to new members who join via a club invite link. Collect additional information during sign-up. Only one Onboarding Form can be active per club.

The walkthrough below follows an onboarding form from start to finish: the club builds it, sends the invite link on WhatsApp, a new member signs up in the phone’s browser and fills it in, and after being accepted receives the club’s welcome e-mail.

Club adminIn Forms, click + Add Form and choose Onboarding Form. Give it a title and a short welcome text.

Club adminFirst and last name are already there, linked to the member file. Add your own questions, choose their type, mark what’s required, then Save.

Club adminOn the Dashboard, Onboarding Invite copies your club link with the form attached. Paste it into a WhatsApp chat.

New memberThe link opens your club in the phone’s browser (your links are set to the web app), so nothing needs installing. One account, a few seconds.

New memberYour onboarding form comes straight after. The new member answers it and taps Save.

Club adminThe request waits in New Members, marked Completed. Tick it and click Accept Members.

New memberAs soon as you accept, your club’s welcome e-mail arrives in their inbox.

Inscription Form

Section titled “Inscription Form”

Designed for player inscriptions to join training groups or teams (structured onboarding and group/team assignment). It is displayed on your main club page and has nothing to do with tournaments.

Competition Inscription Form

Section titled “Competition Inscription Form”

For team inscriptions in the Volley World Competition module. See Create the inscription form.

Steps

Section titled “Steps”
  1. Open Forms and click + Add Form.
  2. Pick the type (e.g. Onboarding Form) — use Show more to read what each does — and confirm with OK.
  3. On the Configurations tab, give the form a title and description. Under E-mail configurations you can tick Send a copy to the user and add a CC e-mail address.
  4. Switch to the Questions tab and click + Add Question for each field.
  5. On each question card, set the question text and pick a type: Short Answer, Paragraph, Multiple Choice, Radio Button, Dropdown, Date, Birthday, Select Training Groups, Add Children, Attach Documents or Onboarding Fee.
  6. (Key for onboarding) Use the right-hand dropdown to map the answer to a member-data field — First name, Last name, Birthday, Email, Phone number, Observations or a custom field. This is what lets answers copy into the member’s file automatically.
  7. Use Required to make a question mandatory; Add Option to add choices. Then Save.
The Add Form dialog: Standard Form, Onboarding Form (selected), Inscription Form and Competition Inscription Form, each with a description

What a new member goes through

Section titled “What a new member goes through”

The walkthrough above follows one new member from the link to the welcome e-mail:

  1. The invite. On the Dashboard, Onboarding Invite copies your club’s link with the onboarding form attached. The link only carries the form after you’ve saved it as an Onboarding Form. Under Settings → Link sharing you choose where the link opens: in the mobile app, or (Club PRO) with Force Web App Redirect in the browser, where there’s nothing to install.

  2. Sign-up. In the browser, your club’s page opens on Sign In. A new member taps Create account, and their request reaches Members → New Members right away.

  3. Level first, then your form. The web app first asks for the member’s sport and level (skipped in the walkthrough), then shows your onboarding form. With Skip for now they can fill it in later.

  4. Accept. Once the form is saved, the request shows it as Completed. When you accept, the answers you linked to member-data fields (such as first and last name) are copied into the member file.

  5. Welcome e-mail. If you’ve set one up under Marketing → Welcome E-Mail (Community and Club PRO), it goes out once, when you accept the member — not when they submit the form. It’s sent from Volley World App, with the member’s name filled in wherever the email uses a placeholder such as {{firstName}}. See Welcome e-mail.

    You don’t have to design it yourself: the Volley World Robot writes it in your club’s colours from a few instructions, and you can change any text right in the preview.

Question types with their own settings

Section titled “Question types with their own settings”

Two types carry extra configuration on the question card:

  • Add Children — registers a parent’s children as members while they apply. Under Child fields configuration you choose what each child row asks for (First Name, Last Name and Password are always collected; Collect email, Collect birthday and Collect phone number are optional) and set Max children, the number of children one submission may register. See set up a youth program.
  • Select Training Groups — lets the applicant pick their group. You can hide the schedule preview and exclude or add specific groups.
  • Onboarding Fee — turns the last page of the onboarding form into a sales page for a joining fee or yearly licence, paid through Stripe before the request reaches you. It has its own guide: Onboarding fee.

Add Children, Select Training Groups and Onboarding Fee are membership-form concepts and aren’t offered on competition sign-up forms.

Troubleshooting

Section titled “Troubleshooting”
”Onboarding Form already exists”

A club can have only one active onboarding form. Creating a new one converts the existing form to a Standard Form. Confirm to proceed, or edit the existing onboarding form instead.

The Answers tab is greyed out

The Answers tab is disabled until you’ve saved the form for the first time. Save on the Configurations tab, and it becomes available.

Answers aren’t copying into member files

Only questions with a member-data field mapped (step 6) copy automatically. Questions left as None are stored as answers but not written into the file.

Section titled “Related”
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