Overview of Form (Application) Templates

Overview

Opportunity Master Applications are a lifesaver for organizations that have repeat participants.  It's very simple... once you've signed up once with an organization, your future applications are pre-filled for you to edit and submit.  For example, I come in to serve with your organization this summer and fill out your 50 question trip application. Next summer I come back to serve with you again and have to apply again but this time the 50 questions (from a master application) are pre-filled with my answers from last year.  Now I can edit those questions and then submit my application for that trip.  It saved me a ton of time as an applicant and you the frustration of having to deal with irate applicants not wanting to fill out the same application over and over again.  

How many can we have?

Each organization can have unlimited master applications.  We find that many organizations will create a master application for their youth and then another for young adults.  We see other organizations creating a master application for domestic and another for international.  Or another scenario of creating a different master application per partner or field.  You get the picture... you can have as many of these as you need to serve your needs.

How is the information stored in a Master Application?

All questions from an application are banked in a specific trip.   To access what a person filled out in their application you need to find that person's record in a specific trip to view their answers.  You can find this two different ways:

1. In a trip under the Participants tab
2. Through the Member CRM under the Forms tab

ServiceReef records the answers for the application once, at the time of the application being submitted.  The applicant cannot change their answers nor can the admin change answers.  

ServiceReef saves a full application form record at the time of application so in our example above... you would have the applicant's information saved from their first trip and then again for the second time they applied.  The second application reflect any changes that applicant made when they completed the application the second time.  

What about passport information?

Passport information is the only information that's managed a bit differently from other fields.  You can  drop in the Passport field into a master or trip application at any point.  The applicant has the ability to complete this information at the time of their application or later.  The applicant can also go to their personal profile to update their passport information at any point.  That will immediately update their passport information on any current application or data export you request.  This allows realtime passport data, managed by the participant, to auto-update your applications and exports.  

What are template questions?

This gets a little deeper into your overall application strategy and use of ServiceReef.  You can also choose to make a specific question a template question.  That means that you can choose to place this specific question in multiple applications and have that auto-populate for the applicant.  So, for example, you might have a master template question, "What is your Meyers-Briggs personality?" and for every application this person completes, that question will be pre-answers (after their initial application).

What if I delete a master application question?

If you delete a master application question after people have answered that question the question will no longer appear on any application from that point forward.  All those who previously answered that question, ServiceReef will continue housing that information in the application data.

How can I get the application data out of ServiceReef for our reviews?

You can view application data from either the participant's tab of a trip or the member management CRM tool under the forms tab.  Once you locate a person and their application, you can view the answers to those questions and print that application for paper review.  You can also export all participant questions into an MS Excel export or print all applications for a trip together (many organizations like to have paper copies of their applications).  

Who can view and manage application data?

It's important to us at ServiceReef to protect your data and give access to only those you want in a manner that you want.  Most often organizations will want organization admins to manage all application design and trip application design but only allow trip leaders to view application data.  You have the ability to give various levels of permission both at the organization and trip level.  

• Master Application Design - only organization admins
• Trip Application Design - all organization admins + any trip admin with that permission
• Trip Application Data Viewing - all organization admins + any trip admin with that permission

Okay, deep breath!  That's a lot.  We understand that.  But we also understand that you need the power to create powerful applications that help you and your participants.  Enjoy the ServiceReef master application tools!