System Configuration: Information Collection

There are four default fields that every volunteer must enter when creating a profile (First Name, Last Name, E-mail Address, and Primary Phone Number), and there are several more fields built-in to CERVIS that you can require your volunteers to complete, make optional, or not show at all. This section of the System Configuration allows you to choose the additional fields that you will track on each volunteer profile. See below for more details about each of the fields in this section. Note that additional Custom Fields can also be added to your application. For more information about these fields click HERE.

• Volunteer Profile Field Order: Specify the order that volunteer profile fields are displayed on the volunteer application and QuickReg forms by dragging and dropping the fields to their desired location. You can also choose which fields are included in the QuickReg form using the checkboxes on the right.
• Track Volunteer Address: You are given the option to answer this question with “No”, “Yes – Optional”, or "Yes – Required”. Based on what you select, volunteers will/will not have to fill in their address when creating an account. Volunteer Address can be used to run searches for local volunteers as well as to download mailing labels. The format for accepted addresses is dependent on the “Locale Setting” in the “System Settings” section.
• Track Volunteer Alternate Phone: Select whether or not you would like to track an alternate phone number in addition to the Primary Phone number. Since Primary Phone is required, this field can only be tracked as optional.
• Track Volunteer Gender: Select whether or not you would like to track gender for people registered in the CERVIS system for your organization. If enabled, this setting will require volunteers to choose either “Male” or “Female” by default. Additional options can be added in the following field.
• Additional Gender Selection Options: You can include additional gender options for your volunteers to choose from here in a comma separated list (e.g. Other,Non-binary,Prefer not to say).
• Track Volunteer Birth Date: You are given the option to answer this question with “No”, “Yes – Optional”, or “Yes – Required”. Based on what you select, volunteers will/will not have to fill in their birthday when establishing an account. This option is required in order to limit event registration to a specific age range.
• Track Volunteer Age Group: Select whether or not you would like to track age groups for people registered in CERVIS for your organization. By default, the  age groups include: 0-5, 6-10, 11-17, and 18 and older.
• Age Group Selection Options: You can change the age groups that you are tracking by including them in a comma separated list (e.g. 0-18,18+)
• Track Volunteer Background Check: Select whether or not you would like to track background check status for people registered in CERVIS for your organization. This field is never visible to your volunteers, only your staff members on the back end.
• Track Volunteer Access to DoD/Military Installations: Select whether or not you would like to track access to DoD (Department of Defense)/Military Installations for people registered in the CERVIS system for your organization. This information would be useful in communities that host military bases or for organizations that support military bases or personnel.
• Track Volunteer T-Shirt Size: Select whether or not you would like to track the T-Shirt size for each volunteer in CERVIS. This is a required field when enabled.
• T-Shirt Size Selection Options: This allows you to change the t-shirt sizes that are tracked in the system. By default, the system tracks YS, YM, YL, S, M, L, XL, 2XL, 3XL, and 4XL. You can track more or less sizes by editing the comma separated list.
• Track Volunteer Profile Photo: Select whether or not you would like to store a photo for each volunteer in CERVIS. The photo can be uploaded by the Volunteer or by an Administrator. These photos are never visible to other volunteers, only to your staff.
• Track Volunteer Event Leader Preference: Select whether or not you would like to ask if a volunteer is interested in being an event team leader with your organization when they create a volunteer profile. If this option is set to “No”, the information will still be tracked in the system, but not be visible to the volunteer.
• Track Emergency Contact Information: Select whether or not you would like to require volunteers to provide emergency contact information (name and phone number) when creating a profile.

When Creating or Updating a Volunteer Profile: This section of options contains fields which can be edited from the administrative perspective regardless what is selected here, and these selections only affect the visibility of these fields for volunteer self-selection.

• Include Profile Photo Upload: Select whether or not you would like to allow volunteers to be able to upload a profile photo when initially creating their profile. Volunteers will still be able to upload a profile photo after initial profile creation regardless of this setting. Please note: the “Track Volunteer Photo” setting must be set to “Yes” to use this feature.
• Include Group Selection Options: Select whether or not you would like to allow Volunteers to be able to select that they are members of available groups when initially creating or updating their profile.
• Include Interest Category Selection Options: Select whether or not you would like to allow Volunteers to be able to select available interest categories when initially creating or updating their profile.
• Include Availability Selection Options: Select whether or not you would like to allow Volunteers to be able to select availability options when initially creating or updating their profile.
• Include Skill Selection Options: Select whether or not you would like to allow Volunteers to be able to select available skills when initially creating or updating their profile.
• Display Skill Codes: Select if you would like to sort by and display the code for volunteers to see (“Yes”), if you would like to sort by the code but not display it, (“No”), or completely ignore the code and sort alphabetically while not displaying the code (“No - Sort Alphabetically”).
• Display Skill Level Options: Select whether or not you would like to allow volunteers to be able to select skill levels for all skills selected when creating or updating their profile. These skill levels would include: “Amateur”, “Professional” or “Unskilled”.
• Include Equipment Selection Options: Select whether or not you would like to allow volunteers to be able to select available equipment when initially creating their profile. Volunteers will still be able to select these options after initial profile creation regardless of this setting.
• Display Equipment Codes: Select if you would like to sort by and display the code for volunteers to see (“Yes”), if you would like to sort by the code but not display it, (“No”), or completely ignore the code and sort alphabetically while not displaying the code (“No - Sort Alphabetically”).

• Track Liability Waiver/Medical Release: Determine whether or not you would like to use a physical waiver that would require volunteers to print out and sign a document.
• Track Liability Waiver/Medical Release in CERVIS as: Designation of what the Liability Waiver/Medical Release is called in the CERVIS System for your organization.
• Adult Liability Waiver/Medical Release: If your organization requires a medical release and/or liability waiver to be physically signed in order to participate in events, enter the URL for the location of the adult waiver/release document or online form here.
  • If a volunteer registers for an event that requires a Liability Waiver/Medical Release, and the volunteer does not have one on file, CERVIS will automatically email the form to the volunteer with their Registration Confirmation email.
  • For information about how to upload your waiver to CERVIS, please see our knowledge base article linked HERE.
• Child-Youth Liability Waiver/Medical Release: If your organization requires a medical release and/or liability waiver to be physically signed by a parent/guardian  so that a minor can participate in events, enter the URL for the location of the child/youth waiver/release document or online form here. If this is the same as your adult waiver, leave this field blank. 
  • This entry must begin with http://, https://, or ftp:// to work properly. If you would like CERVIS to host this information, you can use the File Management tool under the System Management section of CERVIS. 
  • If a volunteer registers for an event that requires a Liability Waiver/Medical Release, and the volunteer does not have one on file, CERVIS will automatically email the form to the volunteer with their Event Confirmation email.
  • Please note, that if you choose not to track the volunteer’s Age Group or Birth Date, which are found in the System Configuration under the Information Collection heading, then only the Adult Liability Waiver/Medical Release will be sent to your volunteers.
• Display Terms & Conditions: Select whether or not you would like to display the Terms & Conditions for your organization. If displayed, this would allow you to have your volunteers electronically agree to any “terms” that you have when a volunteer creates or updates their profile. For more information on this functionality, please see the knowledge base article linked HERE.
  • Select “No” if you would not like to use this field.
  • Select “Yes - Must Accept” if you would like to require your volunteers to accept the Terms & Conditions before they can create a profile. With this option, in order to read the terms, they must click on a link below the Intro Text then a pop-up window will appear.
  • Select “Yes - Must Accept (Inline)” if you would like to require your volunteers to accept the Terms & Conditions before they can create a profile. With this option, the terms will appear directly below the Intro Text.
  • Select “Yes - Informational Only” if you would like to allow your volunteers to view your terms, but not require them to agree or accept them.
  • Select “Checkbox Only” to require your volunteers to mark their acceptance by checking a box.
  • Select “Require Typed Signature” to provide a box for your volunteers to type in their name as an electronic signature.
  • Select “Require Typed Signature- Include Parent/Guardian” to include a second line for a parent or guardian signature in the case that a minor is creating a profile with you. The system will automatically require this signature field if the volunteer has input a birthdate that would make them under 18.
• Terms & Conditions Intro Text: This is the intro text for your Terms & Conditions that will display when a Volunteer is creating or updating their profile.
• Terms & Conditions: The Terms & Conditions language for your organization.