Overview
This article helps you understand and manage the three main types of forms in Access Volcanic: dynamic forms for general enquiries, registration forms for candidate accounts, and job application forms for job submissions. You'll learn how to create, customise, and optimise each form type to collect the exact information you need from visitors and candidates.
Key benefits
Dynamic forms enable you to capture leads and enquiries through contact forms, gated content, and custom data collection
Registration forms control what information candidates provide when creating accounts on your website
Job application forms ensure you collect relevant information from candidates applying for specific roles
Tailored application forms allow you to create different application forms based on disciplines, job types, or client requirements •
Automated processing saves time with pre-filled forms and email notifications
Start managing forms on your site
📌Note: Click on the link ➤ to expand the section you're interested in:
Dynamic forms
Dynamic forms
Create custom contact forms, lead capture forms, and gated content forms that you can place anywhere on your website.
What are dynamic forms
Dynamic forms are flexible, customisable forms that you create for general website purposes like contact pages, newsletter sign-ups, or gated content. Unlike registration and application forms, dynamic forms don't automatically integrate with candidate records and are primarily used for lead generation and general enquiries.
Create a dynamic form
Log into the admin area
Click the Settings tab
Under the Site heading, click Forms
Select the green + New button in the top right
Name your form using a descriptive title
Add the email address where you want notifications sent
Use the five icons near the top right to add questions from available question types
Use the form preview to check your form appears correctly
Select the blue Submit button to save the form
🤓 Tip: Dynamic forms work differently from platform forms like registration and application forms, as they're designed for general website use rather than candidate management.
Place dynamic forms on pages
Once created, you need to add your form to a webpage to make it visible to visitors:
Edit or create the page (e.g. a custom page) where you want the form to appear
Locate the Form Picker option in the toolbar
Under Available Forms, select your created form
Choose the blue Insert button to add the form to the page
Select the blue Submit button to save your changes
⚠️ Important: Without placing the form on a page, visitors won't be able to see or use it.
Send email notifications to form users
You can set up branded emails to be sent automatically to people who complete your dynamic forms:
Edit your dynamic form
Add a Text Input question type to capture email addresses
In the Input type options, select Email
Save your changes by selecting the blue Submit button
Tick the Email User checkbox that appears on the left
Select the relevant email question from the Email user question dropdown
Save your changes
Click the blue email notification link to customise the message
📌 Note: The Text Input question type with Email validation ensures you capture properly formatted email addresses.
Setting up feedback pages for forms
Feedback pages (also known as thank-you pages) appear after someone submits a form. You can use them to confirm submissions, provide next steps, and track form completions in analytics tools.
📌 Note: Before you start, make sure you've created the custom page you want to use as your feedback page.
How to create a feedback page for your form
Click the Settings tab
Click Forms, then click Edit on the form you want to update
On the left, select an option for Feedback Page
Choose the page you want from the Created Pages dropdown
Click Save Changes
⚠️Important: If you have created gated content avoid adding a feedback page as this will will prevent the file from downloading correctly.
Using feedback pages with analytics
If you're using Google Analytics (GA4), you can track form completions by setting up the feedback page URL as a conversion event. This works the same way as tracking job applications.
📌 Learn more from our Google Analytics guide
Setting up gated content
Gated content requires users to complete a form before they can access a file or document. This is useful for capturing leads when offering resources like guides, whitepapers, or reports.
How to create gated content
Before you start, make sure you've created the form you want to use to gate your content.
In the Admin area, click Forms
Click Edit on the relevant form
At the bottom left of the form editor, scroll down to Select file
Upload the file or document you want to gate
Click Save Changes
📌 Note: Once someone completes all required fields on the form, the document downloads automatically to their device.
⚠️ Important: Don't add a feedback page to forms with gated content. Adding a feedback page will prevent the file from downloading correctly.
What works well as gated content
Common types of gated content include:
Industry reports and research
Whitepapers and case studies
E-books and guides
Templates and toolkits
Webinar recordings
File attachments in dynamic forms
When users upload files through dynamic forms, you can choose to receive these as email attachments or links.
📌Prerequisites: The Send candidate data site setting must be enabled for file upload functionality to work properly.
Enable send candidate data:
Log in to the Admin Area
Click the Settings tab
Click Site under the Site heading
Find and tick the Send candidate data in emails section
Click the blue Submit button to save changes
How to do this
Create or edit a dynamic form
Add a File Upload question type
In the email notification section on the left, find the Attach files uploaded by candidates to email notifications toggle
Enable the toggle to include uploaded documents as attachments
The system automatically applies password protection for security and GDPR compliance
Save your changes
📌 Note: Only PDF, DOC, and DOCX files can be password-protected. If users upload images or videos and you need GDPR compliance, consider using links instead of attachments.
🤓 Tip: Generated passwords are unique and visible to admin users. To create a new password, delete the existing one and select Generate Password.
Registration forms
Registration forms
Manage the information candidates must provide when creating accounts on your website.
What are registration forms
Registration forms control what information candidates provide when signing up for accounts on your website. These forms are essential for building your candidate database and ensuring you capture the right details for future communication and job matching.
Find your registration form
You and your candidates can find your registration form in two main ways:
Direct link: Your registration form is always accessible at: [your-domain]/users/register/new/registration
For example: If your website is https://www.example.com, you will find the form at: https://www.example.com/users/register/new/registration
Navigation menu: Most websites include a Register button in the main navigation menu on the front end. Depending on your site design, this might appear:
Clearly labelled in the top navigation bar
Behind a user icon (👤) in a drop-down menu
Within a burger menu, utility or mobile navigation
As part of a combined login/register dropdown
📌 Note: Each website design is unique, so the exact placement may vary depending on your site's layout and navigation structure.
Find and edit registration forms
Log into the admin area
Select the Roles tab
Find the Candidates row
Choose the Question Groups icon to the right
Find the Registration row
Select the edit icon to the right
Customise registration questions
Your registration form comes pre-built with essential questions, but you can modify these to suit your needs:
Use the section on the right to add questions from available question types
Add headings to organise your form sections
Use the drag-and-drop feature to reorder questions by clicking, holding, and dragging them
Save your changes by selecting the blue Submit button
⚠️ Important: Always save changes before leaving the form editor to avoid losing your modifications.
Add password hints
Help candidates create strong passwords by adding helpful hints to your registration form:
Edit the registration form following the steps above
Find the password field and select to edit it
In the Hint field, add your guidance text
Save your changes
Password requirements
Access Volcanic has standard password requirements that apply to all candidate registrations across the platform. These requirements cannot be changed per website and include:
10 characters minimum
1 capital letter
1 lowercase letter
1 number
1 special character
🤓 Tips:
Clear password hints help candidates understand these requirements upfront, creating secure accounts while reducing support requests about password criteria.
Consider mentioning all requirements in your hint text to guide candidates effectively.
Job application forms
Job application forms
Control what information candidates provide when applying for jobs, with options to create tailored forms for different job types.
What are job application forms
Job application forms collect essential information from candidates when they apply for specific roles. You can use a single default form for all jobs or create multiple tailored forms based on discipline, job type, client, or custom categories.
Find and edit application forms
Log into the admin area
Choose the Application tab
Select the green Forms button on the right
Find the Job Application row
Choose the edit icon
Customise application questions
Your application form includes pre-built questions, but you can modify these to collect the specific information you need:
Use the section on the right to add questions from available question types
Add headings to structure your form
Use the drag-and-drop feature to reorder questions
Save your changes
📌 Note: For integrated systems, you may need to update Answer Values to ensure form responses match your system's requirements.
Create tailored application forms
Create different application forms for specific job attributes to collect more relevant information:
Log into the admin area
Choose the Applications tab
Select the green Forms button
Choose the green New button
Add page title, label, submit text, and page body
In the Usage Conditions section, select a job attribute (e.g., Discipline)
Use the dropdown to select the specific attribute value
Save your form
Add tailored questions relevant to that job type
🤓 Tip: Tailored forms help you collect more relevant information and provide a better experience for candidates applying to specific types of roles.
Multi-step application forms
Transform long application forms into more manageable multi-step processes:
📌Prerequisites: Contact our Support team to enable this feature for your website
How it works:
Once enabled, you can create application form sections in the CMS
Name each section appropriately for your process
Drag and drop questions into sections
Order sections to create a logical flow
Benefits for candidates:
Progress tracking shows candidates how far through the application they are
Section validation checks for missing information before moving to the next step
Navigation controls allow candidates to move back and forth between sections
Clearer process breaks up long forms into digestible chunks
📌 Note: Multi-step forms include Next and Previous buttons, with validation occurring at each section rather than only at final submission.
Pre-filled application forms
Candidates with existing accounts can have their application forms automatically populated with previously submitted information.
How it works
When a registered candidate applies for a role in the same discipline they've applied to before, the form pre-populates with their previous responses
A notification informs candidates that the form has been pre-filled
All responses remain editable before submission
Applications never submit automatically
⚠️ Important: Pre-filled forms still require candidate review and submission. Candidates can modify any pre-populated information before applying.
Form question types
Form question types
Understanding the different question types available helps you create forms that collect exactly the information you need from candidates and website visitors.
Available question types
Access Volcanic offers several question types that you can use across your dynamic, registration, and job application forms. Each type serves specific purposes and provides different ways for users to input information.
Text input
Text input questions allow users to enter any free-form text response, making them perfect for names, email addresses, or open-ended answers.
How to add:
Edit your form
Click the pencil icon in the question list
In the Label field, add your question
Choose appropriate input validation (email, phone, etc.)
Save your changes
📌Available with: All form types (dynamic, registration, and job application forms)
List of values
List of values questions provide users with predefined options to choose from, such as dropdown menus, radio buttons, or tick boxes.
How to add:
Edit your form
Click the List of Values icon in the question list
In the Label field, add your question
In the Answer Choices field, add the possible answers
Save your changes
📌Available with: All form types (dynamic, registration, and job application forms)
Date select
Date select questions allow users to choose dates using a calendar picker, ideal for availability dates or appointment scheduling.
How to add:
Edit your form
Click the Calendar icon in the question list
In the Label field, add your question
Save your changes
📌Available with: All form types (dynamic, registration, and job application forms)
File upload
File upload questions enable users to attach documents like CVs, cover letters, or portfolios directly to their form submissions.
📌Prerequisites: The Send candidate data site setting must be enabled for file upload functionality to work properly.
Enable send candidate data:
Log in to the Admin Area
Click the Settings tab
Click Site under the Site heading
Find and tick the Send candidate data in emails section
Click the blue Submit button to save changes
How to add:
Edit your form
Click the File upload icon in the question list
In the Label field, add your question
Configure file type restrictions if needed
Save your changes
📌Available with: All form types (dynamic, registration, and job application forms)
📌 Note: For dynamic forms, file upload options can be configured to send files as email attachments or links, with automatic password protection for security.
Core questions
Core questions are platform-standard fields designed to integrate seamlessly with your recruitment system, such as First Name or Email Address.
How to add:
Edit your registration or job application form
Click Core Questions in the question list
Select a question from the dropdown menu
Customise the question if needed
Save your changes
📌Available with: Platform forms only (registration, and job application forms)
📌 Note: Greyed-out options in the core questions list are already added to your form.
Nested groups
Nested groups create sections within your forms, allowing candidates to add multiple entries for things like work experience or education history.
How to add:
Edit your registration or job application form
Click the stack icon in the question list
In the Name field, add the name for the nested group
Save the nested group
Click the edit icon next to the nested question at the bottom of your question list
Add your questions in the right panel
Save your changes
📌Available with: Platform forms only (registration, and job application forms)
🤓 Tip: Candidates can add multiple entries using the Add button or remove sections using the x button.
⚠️ Important: Nested groups might not work with all integrations, such as Bullhorn, depending on available field mapping.
Killer questions
Killer questions automatically screen out ineligible candidates based on their responses, preventing unsuitable applicants from completing the application process.
What are killer questions
Killer questions are a filtering tool that helps you identify unsuitable candidates early in the application process. When candidates select an incorrect answer, they're immediately informed they're not eligible for the role and cannot proceed with their application.
How to create killer questions:
Create or edit your job application form
Add or edit a List of Values question
Add all possible answers in the Answer Choices box
Add the correct answers in the Suitable Answer Choices box
Optional: In the Unsuitable Answer Message box, add the message to send users when they've given an unsuitable answer
Select either the Select or Radio selection type
Tick the Killer question tick box
Save your changes
How killer questions work
When candidates encounter a killer question and select an unsuitable answer, the system immediately prevents them from continuing with the application. They receive your custom message explaining why they're not eligible for the role.
📌Available with: Job application forms only
⚠️ Important: If candidates select incorrect answers, they cannot proceed with form submission. We recommend implementing additional vetting processes to verify that successful candidates have answered honestly.
🤓 Tip: Use clear, specific unsuitable answer messages that explain exactly why candidates don't meet the role requirements - this provides a better candidate experience even when filtering them out.
Choosing the right question type
Consider these factors when selecting question types for your forms:
Data format needed - Use text input for open responses, list of values for standardised answers
Integration requirements - Core questions work best with recruitment system integrations
User experience - Date selectors are easier than text fields for date input
Data validation - Some question types include built-in validation for emails or phone numbers
Screening needs - Use killer questions to filter applications automatically
🤓 Tip: Mix different question types to create engaging forms that are easy to complete while collecting the specific data you need.
Other forms
Other forms
While this guide covers the three main form types, Access Volcanic includes several other forms that serve specific purposes across your website.
Job alerts forms
Job alerts forms appear at the bottom of job listings and in candidate dashboards, allowing visitors to subscribe to notifications about new opportunities. These forms automatically capture candidate preferences and send personalised job updates based on their selected criteria.
📌Learn more from our Job alerts guide
Saved job alerts form
The saved job alerts form appears in candidate dashboards, enabling registered candidates to manage their existing job alert subscriptions. Candidates can modify search criteria, update frequency preferences, or remove alerts they no longer need.
📌Learn more from our Job alerts guide
Third-party forms
You can embed external forms from platforms like Typeform, Google Forms, or JotForm directly into your Access Volcanic pages using HTML embed codes. This gives you access to advanced form features while maintaining your website's design consistency.
📌Learn more from our Embed content guide
Right to be forgotten form
The right to be forgotten form allows candidates to request deletion of their personal data from your system through their candidate dashboard. This form helps you comply with GDPR requirements by providing candidates with a simple way to exercise their data deletion rights.
🔮 Coming soon: Look out for our Right to be forgotten requests in the Help Centre.
Subject access request form
The subject access request form enables candidates to request copies of all personal data you hold about them. Located in candidate dashboards, this form helps you comply with GDPR subject access request requirements by providing a structured way for candidates to make data requests.
🔮 Coming soon: Look out for our Subject access requests guide in the Help Centre.
Password reset form
The password reset form appears on login pages throughout your Access Volcanic website, allowing both candidates and administrators to reset forgotten passwords. You'll find this form on the front-end login page (accessible to all users) and the admin login page (administrators only).
🔮 Coming soon: Look out for our Reset passwords guide in the Help Centre.
Diversity surveys
Diversity surveys are voluntary DE&I (Diversity, Equity & Inclusion) questionnaires automatically sent to candidates after they submit job applications. These surveys can include questions about gender, ethnicity, age, disability status, and other demographic information to help you monitor recruitment fairness and compliance.
Key features
Completely voluntary and skippable for candidates
Sent automatically after application submission
Responses stored separately from application data
Configurable through the diversity dashboard in your admin area
📌 Note: Setting up diversity surveys requires initial configuration in your admin area.
🤓Tip: Look for helpful tooltips and product tours starting in the diversity dashboard to guide you through the setup process.
🔮 Coming soon: Look out for our guidance on diversity tools in the Help Centre.
Best practices
Follow these guidelines to create effective forms that enhance user experience and data quality:
Form suggestions
✅ Do | ❌ Avoid |
Use clear, descriptive question labels | Creating overly long forms that discourage completion |
Group related questions with headings | Using technical jargon that candidates might not understand |
Test forms regularly to ensure they work correctly | Forgetting to set up email notifications for form submissions |
Make required fields clear to users | Requesting unnecessary information that could deter applications |
Use appropriate question types for different data | Mixing up form types - use dynamic forms for general enquiries and application forms for jobs |
FAQs
Q1: Can I use the same form for job applications and general contact enquiries?
No, you should use job application forms specifically for job applications and dynamic forms for general enquiries as each form type serves different purposes and integrates differently with your system.
Q2: How do I know if someone has filled out my contact form?
You'll receive an email notification at the address you specified when creating the form, and you can also check form submissions in the admin area under the Forms section.
Q3: Can people save their application halfway through and finish it later?
For multi-step application forms, candidates can navigate between completed sections, but applications must be completed in one session as candidates cannot save partial applications and return later.
Q4: Where do uploaded CVs and documents go when someone applies?
Files uploaded through application forms are stored in your Access Volcanic system and linked to the candidate's application, with admin users able to access these files through the candidate's profile or application record.
Q5: How do I make candidates agree to terms and conditions before applying?
You can add tick box questions to any form type to require agreement to terms, privacy policies, or other conditions before submission.
Q6: Can I have different application forms for different types of jobs?
Yes, use the tailored application forms feature to create forms based on discipline, job type, client, or custom categories to collect specific information relevant to different roles.
Q7: What happens if I change a form after people have already used it?
You can edit forms at any time, but changes only affect new submissions as existing submissions retain the form structure they were completed with.
Q8: Why can't I see my contact form on my website?
Dynamic forms must be manually placed on pages using the Form Picker tool in edit mode as creating the form is only the first step - you also need to add it to the relevant webpage.
Q9: What's the difference between text input and list of values questions?
Text input questions allow candidates to type any response they want, while list of values questions provide predefined options like dropdown menus or tick boxes for more structured answers.
Q10: Can I add file upload questions to all form types?
Yes, file upload questions work on dynamic forms, registration forms, and job application forms, allowing users to attach documents like CVs or portfolios.
Q11: What are core questions and when should I use them?
Core questions are platform-standard fields like "First Name" or "Email Address" that integrate seamlessly with your recruitment system and are only available on registration and job application forms.
Q12: How do nested groups work for candidates filling out forms?
Nested groups appear as sections where candidates can add multiple entries (like work experience), using an "Add" button to create new entries and an "x" button to remove sections they don't need.
Q13: What happens if I enable multi-step forms?
Multi-step forms break long applications into sections with progress tracking, allowing candidates to navigate between sections but still requiring completion in one session.
Q14: Can I password-protect files uploaded through dynamic forms?
Yes, when you enable file attachments in email notifications, the system automatically applies password protection to PDF, DOC, and DOCX files for GDPR compliance and security.
Q15: Will nested groups work with my recruitment system integration?
Nested groups work with most integrations, but some systems like Bullhorn may have limitations depending on available field mapping - check with your integration provider if you're unsure.
Q16: What happens to file uploads if I don't enable "Send candidate data"?
Files will be sent as links to the admin area rather than email attachments, requiring admin access to view them - this is the default setting for security reasons as uploaded files often contain sensitive candidate information.
Q17: Should I enable "Send candidate data" for file attachments?
This depends on your security requirements - enabling it provides convenience by sending files as email attachments, but anyone with email access can view sensitive candidate data, whereas the default link method restricts access to admin users only.
Q18: Why should I use core questions instead of custom questions?
Core questions are highly recommended for platform forms, especially if you have integrations like Bullhorn, as they're designed to integrate and map well with recruitment systems, ensuring reliable data transfer.
Q19: Why do some candidates have incomplete profiles with only email addresses?
This can happen through quick apply (bypassing registration forms) or job alert registration, which only requires an email - candidates can complete their profiles later in their dashboard, or you can enable settings to force full registration first.
Q20: How do I ensure mandatory registration questions are captured when quick apply is enabled?
Add the same mandatory questions to both your job application and registration forms, ensuring the permalinks match exactly - this maps the data together and prevents missing information in your integrations.
Q21: What are permalinks and why do they need to match?
Permalinks are unique identifiers for form questions that help map data between forms and integrations - matching permalinks ensure candidate responses are properly linked across registration and application forms, preventing duplicate or missing data in your CRM.
Q22: How can I stop candidates from bypassing the registration form?
Enable the "Force user login to apply" site setting to require candidates to register before applying, though this does make the candidate journey longer but ensures complete registration data is collected.
Q23: Can candidates create accounts through job alerts?
Yes, registering for job alerts at the bottom of job pages creates a basic account with just an email address - you can enable "Require users to be logged in to sign up for job alerts" to force full registration first.
Q24: Why can't I find double opt-in settings in my admin area?
Answer: Access Volcanic no longer supports double opt-in functionality due to email deliverability issues and other technical problems. This feature has been removed from the platform to ensure reliable candidate registration and email communication.
Q25: Do I need to create a feedback page for every form?
Answer: No, feedback pages are optional. If you don't set one up, users will stay on the same page after submitting the form with a confirmation message. Feedback pages are most useful when you want to track conversions or provide detailed next steps.
Q26: Can I use the same feedback page for multiple forms?
Answer: Yes, you can redirect multiple forms to the same feedback page. This works well if the confirmation message applies to all forms, like a general "Thank you for your enquiry" page.
Q27: What should I include on a feedback page?
Answer: Keep it simple and helpful. Include a thank-you message, confirmation that their form was received, and information about what happens next (like response times). You might also want to add links to other useful pages on your site.
Q28: Can I redirect users to an external page?
Answer: The feedback page dropdown only shows pages created within your Volcanic website. If you need to redirect to an external page, you'll need to contact the Support team for assistance.
Q29: Will users still receive a confirmation email if I set up a feedback page?
Answer: Yes, setting up a feedback page doesn't affect email notifications. If your form is set up to send confirmation emails, users will still receive them.
Q30: How do I know if my feedback page is working?
Answer: The best way to check is to test it yourself. Fill out the form on your live site and submit it to see if you get redirected to the correct feedback page.
Q31: What file types can I use for gated content?
Answer: You can upload most common file types including PDFs, Word documents, spreadsheets, and presentations. PDFs work best as they're universally accessible and maintain formatting across all devices.
Q32: Why can't I use a feedback page with gated content?
Answer: When you add a feedback page, users get redirected to that page after submitting the form, which interrupts the automatic download. Leave the feedback page blank so the file downloads immediately after form submission.
Q33: Will users receive an email with the gated content?
Answer: No, the file downloads automatically to the user's device when they submit the form. If you want to also send them an email, you'll need to set up email notifications separately and include a link to the content in the email.
Q34: Can I track who downloads my gated content?
Answer: Yes, everyone who completes the form to access your gated content will be captured in your form submissions. You can view these in the Admin area under Forms.
Q35: Can I gate the same content behind multiple forms?
Answer: Yes, you can upload the same file to multiple forms if you want to gate the same content in different places on your site.
Q36: What happens if someone doesn't complete all required fields on a gated content form?
Answer: The form won't submit and the file won't download until all required fields are completed. Make sure your required fields are clearly marked so users know what they need to fill in.
Q37: Can I update the gated content file after it's been uploaded?
Answer: Yes, go back to the form editor, upload the new file in the same location, and save your changes. The new file will replace the old one.