Custom forms collect additional information at two points in the visitor workflow. The Guest Invitation Form appears when residents create invitations and can ask questions about parking, dietary needs, or emergency contacts. The Guest Check-In Form appears when front desk staff check in visitors and captures liability waivers, health attestations, or ID verification.
Email templates customize the message visitors receive when a resident invites them. Personalize the template with your institution's branding, include specific instructions about parking or check-in procedures, and provide contact information for questions.
You need the manageGuestManagement permission to create and edit forms. Navigate to /admin/setup/forms/guest to access the form builder.
Understanding Guest Forms
Housing.Cloud uses the same form system across multiple modules. Guest forms follow the same drag-and-drop builder you use for housing applications, move-in forms, and other custom questionnaires.
Each form contains questions organized into sections. Questions can be text fields, dropdowns, checkboxes, radio buttons, file uploads, date pickers, or signature fields. You control which questions are required and which are optional.
Guest Invitation Form
The Guest Invitation Form displays when residents create a new visitor invitation. This form appears after residents enter basic visitor information like name and dates, but before they submit the invitation.
Use this form to collect information you need before the visitor arrives. The host resident answers these questions based on what they know about their guest.
Common Invitation Form Questions
Institutions typically ask questions like:
Will the visitor need parking? If yes, provide vehicle make, model, and license plate.
Does the visitor have any dietary restrictions or allergies?
Emergency contact name and phone number for the visitor
Relationship between host and visitor (parent, sibling, friend, partner)
Reason for visit (family visit, academic event, interview, other)
Will the visitor stay overnight in the residence hall?
Keep invitation forms brief. Residents may not have all visitor details when creating invitations, so only ask questions they can reasonably answer.
Creating the Invitation Form
Navigate to /admin/setup/forms/guest and select the Guest Invitation Form section. Click Create New Form or Edit if a form already exists.
The form builder opens. Drag question types from the left sidebar onto the canvas. Configure each question by clicking it and setting the label, placeholder text, required status, and any answer options.
Add sections to group related questions. For example, create a "Vehicle Information" section with all parking-related questions, and a separate "Emergency Contact" section.
Preview the form as a resident would see it by clicking Preview. Make sure required fields are marked clearly and instructions are easy to understand.
Save the form when complete. Changes take effect immediately. The next resident who creates an invitation will see your updated form.
Test your invitation form by creating a test invitation as a resident. Verify that all questions display correctly and required fields prevent submission when left blank.
Guest Check-In Form
The Guest Check-In Form displays when front desk staff check in a visitor. This form appears after staff scan the QR code but before they click the final Check In button.
Use this form to collect information directly from the visitor or verify visitor details before allowing campus access.
Common Check-In Form Questions
Institutions typically use check-in forms for:
Liability waivers acknowledging campus rules and guest policies
Health attestation confirming no symptoms of contagious illness
Photo ID verification checkbox for staff to confirm ID was checked
Building-specific rules acknowledgment
Contact tracing acknowledgment during health emergencies
Signature field for the visitor to sign electronically
Check-in forms can be more detailed than invitation forms because staff are completing them with the visitor present. Ask compliance or security questions that require visitor confirmation.
Creating the Check-In Form
Navigate to /admin/setup/forms/guest and select the Guest Check-In Form section. Click Create New Form or Edit to open the builder.
Add questions using the same drag-and-drop interface. For waiver or acknowledgment questions, use checkbox fields with clear legal language. For signatures, add a signature question type.
Consider including a read-only text block at the top that displays important safety information or visitor policies. Staff can review this with the guest before collecting signatures.
Preview the form from a staff perspective. Front desk personnel need to complete this form quickly during busy check-in periods, so prioritize clarity and speed.
Save the form when finished. Staff will see your updated questions immediately on the next check-in.
If you require signatures or critical waivers, make those questions required. Staff cannot complete check-in without answering all required questions, which ensures compliance with your policies.
Form Question Types
The guest form builder includes these question types:
Short Text — Single-line input for brief answers like names or license plate numbers. Set a character limit if needed.
Long Text — Multi-line text area for longer responses like emergency instructions or special requests.
Single Choice (Radio) — Select one option from a list. Use for yes/no questions or mutually exclusive choices like relationship type.
Multiple Choice (Checkbox) — Select multiple options from a list. Use for questions like "Check all that apply: allergies, dietary restrictions, mobility accommodations."
Dropdown — Select one option from a dropdown menu. Better than radio buttons when you have many options and want to save vertical space.
Date — Pick a date from a calendar. Useful for collecting visitor birth dates or expected departure dates.
File Upload — Allow residents or staff to upload documents. Use carefully, as large files can slow down form submission.
Signature — Electronic signature capture. The signer draws their signature with a mouse or touchscreen. Required for waivers and legal acknowledgments.
Agreement Checkbox — Single checkbox for "I agree to..." statements. Common for policy acknowledgments.
Read-Only Text Block — Display information without collecting a response. Use for instructions, policies, or legal disclaimers.
Form Logic and Conditional Questions
Use conditional logic to show or hide questions based on previous answers. This keeps forms short and relevant.
For example, ask "Will the visitor need parking?" as a yes/no question. If they answer yes, display additional questions about vehicle make, model, and license plate. If they answer no, skip those questions entirely.
Set up conditional logic by selecting a question and choosing "Add condition." Define which answer triggers showing or hiding other questions.
Customizing Email Templates
When a resident sends an invitation, the visitor receives an email with visit details and a link to their QR code. Customize this email template to match your institution's branding and include helpful information.
Accessing the Email Template
Navigate to /admin/visitors/config and scroll to the Email Template section. The system provides a default template that includes standard visitor information.
Click Edit Template to open the email editor. The editor uses HTML and supports dynamic variables that auto-populate with invitation details.
Available Variables
Insert these variables into your template to display invitation-specific information:
{{visitorName}} — The guest's full name
{{hostName}} — The resident who invited them
{{arrivalDate}} — Scheduled arrival date and time
{{departureDate}} — Scheduled departure date and time
{{qrCodeUrl}} — Link to the page displaying their QR code
{{buildingName}} — The residence hall they're visiting
The system replaces these variables with actual data when sending each email.
Template Structure
A complete email template typically includes:
Greeting — Personalized welcome using {{visitorName}}.
Visit Details — Clear display of arrival and departure times, host name, and building.
QR Code Instructions — Explain that the visitor must show the QR code at check-in and provide a prominent link using {{qrCodeUrl}}.
Check-In Procedures — Describe where to check in, what to bring (photo ID), and hours when front desk is staffed.
Parking Information — Link to parking maps or visitor parking permit instructions.
Policies — Brief summary of important visitor rules like quiet hours or escort requirements.
Contact Information — Phone number or email for questions or if they cannot find the QR code.
Branding and Formatting
Use your institution's colors, logo, and standard email footer. The template editor supports HTML, so you can format text, add images, and style the layout.
Keep formatting simple. Many visitors read emails on mobile devices, so avoid complex layouts that break on small screens.
Testing Email Templates
After editing the template, save your changes. Create a test invitation as a resident and send it to your own email address. Verify that all variables populate correctly, links work, and formatting displays properly in different email clients.
Check the email on both desktop and mobile devices to ensure readability.
Include your front desk phone number prominently in the email. Visitors often have questions or arrive early, and providing easy contact reduces confusion.
Viewing Form Responses
After residents or staff complete custom forms, view the responses on the invitation detail page.
Navigate to /admin/invitations and click any invitation to open its detail page. Scroll to the Form Responses section to see answers to both the invitation form and check-in form.
Form responses export along with other invitation data when you export the invitation list to CSV. Each form question appears as a separate column in the export.
Updating Forms After Launch
You can edit forms at any time. Changes affect only new invitations created after you save the updated form. Existing invitations retain the original questions they were submitted with.
If you need to add a new required question, notify residents before deploying the change. Explain what information they'll need to provide when creating future invitations.
When removing questions, consider whether you need the data from old forms for historical reporting. Removed questions no longer appear on new forms but remain visible in past form responses.
Form Best Practices
Keep invitation forms under 10 questions. Long forms frustrate residents and reduce invitation completion rates.
Only mark questions as required if you genuinely need that information for every visit. Optional questions give residents flexibility without blocking submission.
Use clear, specific labels. Instead of "Additional information," ask "Does your guest have any allergies we should know about?"
Group related questions into sections with descriptive section headers. This makes long forms easier to navigate.
Test forms with real staff and residents before finalizing. Ask for feedback on clarity, length, and whether any questions are confusing.
Review form responses periodically to see if residents are answering questions as expected. If most people skip an optional question, consider whether you actually need it.
Related Articles
Setting Up Guest Management Policies
Creating Guest Invitations (For Residents)
Checking In Guests with QR Codes (For Staff)
Guest and Visitor Management Overview