Membership applications received through email or informal channels give organizations an inconsistent record of who has applied, what their background is, how engaged they are likely to be, and what type of membership they are seeking. Applicants' motivation for joining is not captured. Prior organizational membership is not disclosed. Availability and willingness to volunteer are unstated. Without a structured, centralized application process, assessing and onboarding new members consistently requires more effort than it should.
The Membership Application template for SharePoint, built with Infowise Ultimate Forms, provides a structured application form that captures the applicant's personal details, contact information, professional background, motivation for joining, prior membership history, willingness to participate, time availability, volunteering interest, membership type and duration, preferred start date, referral source, and a signed accuracy declaration. Every application is stored as a complete, reviewable record in SharePoint.
How it works
Personal and contact details
The form captures the applicant's full name, date of birth, contact number, email address, and full mailing address. Consistent personal and contact capture across every application ensures the membership team has a reliable, complete record for each applicant and a clearly identified point of contact for follow-up and onboarding communications.
Background and motivation
A brief background and profession column gives the applicant the opportunity to describe who they are and what they do, providing the membership committee with professional context for assessing each application. A dedicated motivation column captures why the applicant is interested in joining the organization, giving the committee insight into the applicant's goals and alignment with the organization's purpose before making a membership decision.
Prior membership and participation commitment
The form asks whether the applicant has previously been a member of similar organizations, with a follow-up description column for those who have. A participation commitment column captures whether the applicant is willing to actively take part in the organization's activities and initiatives, and a time availability column captures how many hours per month they can dedicate. Capturing both willingness and capacity at the application stage gives the membership team a realistic picture of the level of engagement each applicant is likely to bring.
Volunteering interest and membership preferences
A volunteering interest column captures whether the applicant is interested in contributing to specific committees or projects within the organization, giving the membership team early visibility into how the applicant's skills and interests might be put to use. Structured columns capture the membership type and duration being applied for, and the applicant's preferred start date, providing the administrative team with the information needed to set up the membership record without a separate follow-up.
Referral source and declaration
A referral source column captures how the applicant learned about the membership program, providing useful data for evaluating the effectiveness of different outreach channels over time. The form closes with a confirmation statement and an e-signature through which the applicant declares that all information provided is accurate and complete, creating a formally documented application record.
What you get
- A structured membership application capturing personal details, full contact information, and professional background
- Motivation for joining and prior organizational membership captured for membership committee review
- Participation willingness, monthly time availability, and volunteering interest providing realistic engagement assessment
- Membership type, duration, and preferred start date for streamlined administrative setup
- Referral source column for outreach channel effectiveness tracking
- Accuracy declaration and e-signature creating a formally documented application record
- Every application stored as a complete, reviewable record in a standard SharePoint list
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Membership Application system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All application records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.
Read detailed installation instruction.
