Product: Section 2 | Guest Intake Profile - Registration Form (fka Application Form)

[sanya301]

🧩 Overview

We need to create automated way for the Guest to complete and submit their intake profile information.

🧠 Problem Statement

Guests currently have no way to submit required personal information online for the host home matching process, making the experience fragmented, inconsistent, and difficult to manage across organizations.

🙋‍♀️ User Story

As a Guest, I want to complete an intake profile with my information, so that I can be matched with a Host through the platform and receive coordinator support.

🎯 Acceptance Criteria (Definition of Done)

• To encourage creativity and innovative ideas from the designer, should we move some of the more prescriptive items to the design handoff, after discussion with the designer?

  • [ ] Guests can access the Profile from their dashboard once logged in
  • [ ] Guests can fill out required and optional fields
  • [ ] Fields include text, date, phone number, email, checkbox, and signature inputs with validation
  • [ ] Guest receives confirmation email and can download submitted profile as PDF
  • [ ] Coordinator can request edits → status changes to “Needs more info”
  • [ ] Guests can edit their submitted profile (if unlocked), re-sign, and resubmit
  • [ ] Guests can navigate freely between Profile sections
  • [ ] Guests can access and download submitted Profile at any time from dashboard

🔍 Context / Background (Do we need this?)

• Live Site: https://homeunite.us/
• Beta Site: https://dev.homeunite.us/
• Guest Application Form Example: Guest profile PDF
• Design Prototypes:
  • Guest Desktop Prototype
  • Guest Mobile Prototype
• Team Contacts:
  • Product: Sanya
  • Design: Jiehong
  • Engineering: Erik
• Engineering Story Dependency: Implement Forms API (#636)
• Open Questions:
  • What are the options for implementing a lightweight legally acceptable e-signature?
  • Should paragraph-style answers have a minimum character count?

🖼️ Design Notes (Preliminary)

• Design inspiration: clean, mobile-friendly, accessible forms; similar to existing Safe Place for Youth intake form

📌 Scope Considerations (In/Out Scope)

• Feature List Add/Update Feature List
• [ ] Added to Feature List and completed information accordingly

🛑 Constraints / Risks / Workflow Dependency (as it relates to this issue)

• Refer to for Feature List for detail compliance/regulatory risk and contraints
• Add specific constraints/Risk/Workflow Dependency for this issue
• API (Issue #636)
• PDF generation for profile must be tested across devices
• Different organizations may want custom profile questions in future (requires flexible architecture)
• Guest signatures should meet legal/UX standards but be low-friction
• Data collection must follow privacy and security best practices

✅ Action Items

• Assign and Prep:

  • [x] PM to finalize user story
  • [ ] PM to gather answers to signature/legal questions
  • [ ] PM to confirm scope with Design/Eng leads
  • [ ] Split into smaller Engineering/Design tickets if needed

• Draft and Review:

  • [x] Mark issue “In Progress”
  • [ ] Add label: Ready for: Design Peer Review
  • [ ] PM team to review and iterate on draft
  • [ ] Finalize with Product Lead
  • [x] Add label: Ready for: Product Lead

🔗 Related Tickets

• Design Ticket: [link]
• Engineering Ticket (Forms API): #636
• QA Test Plan: [link]

📎Resources & References

• Research: SPY Intake Form PDF
• Brand Guidelines / Design System: [link]
• Design Files: Guest Desktop, Guest Mobile

[sanya301]

To be discussed: Whether we want email notifications after each step of an application

[erikguntner]

@sanya301 Thanks for the write up! This looks great. Are we still planning to keep it to one question per page or multiple?

[sanya301]

@erikguntner Great question, let's discuss this with design. We could group a few related questions into one page or do one per page (likely what we will need to do for mobile anyways)

[edela0015]

hi sanya, quick question: if a user enters their birthdate and it does not fall within the 18-25 range, will the system block them from completing the application or will they still go through the entire app and the coordinator will still have a final say.

[sanya301]

We might need an additional user story for filling out the guest about me info (which in the physical copy is after the guest signature)

[sanya301]

@edela0015 we realized that the Guest profile question (on page 10) that we originally thought we might include in the Guest application needs to be a separate action item that unlocks after the first submission of the Guest application. I'll be creating a new story for this

Edit: Created story here https://github.com/hackforla/HomeUniteUs/issues/589

[sanya301]

As discussed in the last sync, here is a follow up user story for signatures https://github.com/hackforla/HomeUniteUs/issues/611 @erikguntner

[sanya301]

Update to include email and download option, not just download. Confirm with engineering Also we need to discuss navigating to any section of the application with design

[edela0015]

@sanya301 Hi Sanya, we were wondering which fields are required (*) for the guest application form?

[sanya301]

Hi @edela0015 as we discussed in one of the meetings, all questions that don't start with If you answered yes/no to above are required, let me add that to story description as well

[sanya301]

@baipai guest user story already has updated details on user flow when more info is needed

If a coordinator finds any question incomplete and requests more info (to be discussed):

• The guest should see a Needs more info status on the application tab of the dashboard and would receive an email/call from the coordinator on what needs to be edited
• Application should be unlocked for the Guest to edit all fields
• Guests should be required to sign the edited version of the application before they click submit.

Please refer to this user story rather than the host one since @pardhama has been out for quite some time

[baipai]

Great, thanks for this!! @sanya301 I have some following questions:

• I couldn't find the 'Needs more' dashboard design for guests, has it been completed yet?@edela0015
• I also didn't see the 'Sign' section in the guest design, has anything changed in between? And, I assume this section is also needed for the host part?

[jiehongc]

Updated user story with mobile and desktop figma file links

[erikguntner]

@sanya301 @jiehongc

Given the guest is trying to close the tab, move to a different section of the profile or click any navigation item that would take them away from the current page they are on, they should see a pop up confirming if they want to leave and inform them that changes would be autosaved

I have a few questions about edge cases regarding this functionality:

1. If the user provides some invalid information, such as an invalid email, phone number, etc. and the user navigates away are we okay with saving this data? Are we okay not validating data that is saved using the autosave feature?
2. If we aren't validating information through the autosave feature does that mean a section can only be marked complete by pressing the continue button? For example, if the user fills out a section completely with valid information and navigates away using the sidebar do we mark this as a completed section?

It may simplify things to make it so we only validate and mark a section as complete by pressing the continue button if we don't mind saving invalid information to the database.

Let me know if this makes sense or needs more clarification.

[erikguntner]

Also, consider checking out read.cv and their profile editor. I think the functionality is similar to what we are going for.

[edela0015]

@erikguntner

1a. No. 1b. Yes.

2. We are validating with autosave. To your example, yes.

[erikguntner]

@edela0015 thanks for clearing that up. One follow-up question: if we're validating during autosave, what is the expected functionality when the data is invalid?

[edela0015]

if we are validating for format (for example mm/dd/yyyy) is wrong and we autosave - this should be deleted next time the user logs in. if we are doing a short answer where the minimum count is not met, for example, then we should still save this data.

let me know if this makes sense :) @erikguntner