The Form Wizard turns form submissions into Volaby entities. Map fields from your form to activity details, roster templates, email content, or calendar invites, and then create them directly from individual responses without manual re-entry.
What the wizard can create
Activity - a new volunteer activity pre-filled with submission data (name, description, dates, location, max team size)
Roster Template - a roster pre-filled with name and location from the submission
Email - an email using submission data as the subject and content
Calendar Invite - a calendar event with date, time, location, and attendee details from the submission
Setting up field mappings
Open a form in Forms & Surveys
Go to the Settings tab
Under each entity type, map your form fields to the corresponding entity fields
Save the mappings
For example, map your form's "Event Name" field to the Activity Name, "Event Date" to Start Date, and "Venue Address" to Location.
Using the wizard on a response
Open a form and go to the Individual or Table tab
Select a submission
Click Form Wizard
Choose the entity type you want to create
Review the pre-filled values (from your field mappings)
Click Create
The entity is created in Volaby with the mapped data already filled in.
Roster notes templates
For Roster Template entities, you can configure a Roster Notes Template using merge tags. Insert form field values into the notes so that each roster created from a submission automatically includes relevant information from the form response.
Email delivery
Emails and calendar invites created by the wizard can go to more than one recipient. Set the addresses once under the form's Settings tab, and every send from that form uses them.
Email - set Reply to, Cc and Bcc. Leave Reply to blank to use your organisation default. When you open the wizard on a response, these are pre-filled and you can adjust them or add more addresses before sending.
Calendar Invite - Always invite adds those people as attendees on every invite, so the event lands on their calendar. Cc and Bcc send them a copy of the invite email without adding them to the event.
Approval Workflow Emails - if your form requires approval, the Delivery fields under Approval Workflow Emails apply Reply to, Cc and Bcc to both the approved and declined emails.
Separate multiple addresses with commas.
Cross-links
Building a Form - for creating the form itself
Managing Form Responses - for viewing and managing submissions