> ## Documentation Index
> Fetch the complete documentation index at: https://docs.goguardian.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Form Steps Reference

> Every GoGuardian Visitor form step, which templates can use it, and what each of its options does.

A GoGuardian Visitor form's steps are what visitors and students do at a kiosk. This page lists every step, which templates can use it, and what each option does.

To add, reorder, or remove steps, see [Create and Manage Forms](https://docs.goguardian.com/products/visitor/create-and-manage-forms.md). You need the Site Admin role at the site to change its forms.

Every text a visitor or student reads, such as a headline, question, or instructions, can be translated into the form's **Additional Languages**. See [Translate a Form](https://docs.goguardian.com/products/visitor/create-and-manage-forms.md#translate-a-form).

Staff fill out the same steps when they check a visitor or student in or out from the **Front Desk**. A few steps work differently there on purpose, to give staff more room than a kiosk does. Each difference is noted under **On the Front Desk** in the step's section.

## Choose Steps for Each Template

The template a form starts from decides which steps it can use. **Add Step** shows only the steps that fit.

| Step | **Visitor** | **Parent/Guardian Pickup** | **Student Check-In** | **Student Self Check-Out** |
| - | - | - | - | - |
| **Confirm Visitor Identity** | Required | Required | No | No |
| **Confirm Student Identity** | No | No | Required | Required |
| **Select Students** | No | Yes | No | No |
| **Choose Destination** | Yes | No | Yes | No |
| **Choose Host** | Yes | No | Yes | No |
| **Ask Question (Choice)** | Yes | Yes | Yes | Yes |
| **Ask Question (Text)** | Yes | Yes | Yes | Yes |
| **Sign Document** | Yes | Yes | Yes | Yes |
| **Create Hall Pass** | No | With Hall Pass | With Hall Pass | No |
| **Print Badge** | Yes | No | Yes | No |

* **Required** steps come with the template, always run first, and can't be removed.
* **With Hall Pass** means your site also needs GoGuardian Hall Pass. Without it, **Create Hall Pass** shows a lock in **Add Step**.
* Each step can appear once per form, except **Ask Question (Choice)**, **Ask Question (Text)**, and **Sign Document**.
* **Print Badge** is always last. **Create Hall Pass** is last, or right before **Print Badge**.

## Confirm Visitor Identity

Collects and confirms who the visitor is, and screens them. Every **Visitor** and **Parent/Guardian Pickup** form starts with this step.

| Option | Default | What it does |
| - | - | - |
| **Headline** | "Scan your government ID" | The heading visitors see on this step. |
| **Scan Government ID** | On | Visitors scan a driver's license or other government ID. GoGuardian Visitor reads their name and date of birth from it. |
| **Allow Manual Entry (No ID)** | On | Visitors enter their name and date of birth instead of scanning an ID. |
| **Capture Photo** | On | Visitors take a photo. Staff see it on the **Front Desk** and in the **Activity Log**, and it can print on the badge. |
| **Require Phone Number** | Off | Visitors must enter a phone number. |
| **Sex Offender Registries** | On | Checks the visitor against sex offender registries. |
| **Watchlists** | On | Checks the visitor against your site's watchlists. |
| **Save cleared sex offender checks** | On | Skips the registry check for returning visitors who cleared it in the last 60 days. |

Turn on **Scan Government ID**, **Allow Manual Entry (No ID)**, or both. A form needs at least 1 way for visitors to identify themselves.

Screening runs in the background, and visitors don't see screening results. For how the security checks and saved checks work, see [Understand Visitor Screening](https://docs.goguardian.com/products/visitor/visitor-screening.md#choose-screening-settings-for-a-form).

Visitors must be 16 or older. The kiosk shows "You must be 16 or older" to anyone younger, and the **Front Desk** doesn't accept their date of birth. Photos and ID images are encrypted when stored. See [Understand How Visitor Protects Screening Data](https://docs.goguardian.com/products/visitor/visitor-screening.md#understand-how-visitor-protects-screening-data).

**On the Front Desk:** Staff can always enter the visitor's name and date of birth, even when **Allow Manual Entry (No ID)** is off. **Scan ID** appears only when **Scan Government ID** is on. The phone number field always appears, and it's required only when **Require Phone Number** is on.

![Confirm Visitor Identity step options: Headline, Identification Options, Additional Information, Security Checks with Sex Offender Registries and Watchlists, and Save cleared sex offender checks](https://mintcdn.com/goguardian/vbbcOHBdrxzrcZoi/images/screenshots/form-steps-reference/01-confirm-visitor-identity.png?fit=max\&auto=format\&n=vbbcOHBdrxzrcZoi\&q=85\&s=e20557eb1a8140bc454dae73da5afb10)

## Confirm Student Identity

Collects and confirms who the student is. Every **Student Check-In** and **Student Self Check-Out** form starts with this step. Students aren't screened.

| Option | Default | What it does |
| - | - | - |
| **Headline** | "Scan your student ID" | The heading students see on this step. |
| **Scan Student ID** | On | Students scan their student badge. |
| **Allow Student ID Entry** | On | Students enter their student ID number. |
| **Allow Manual Entry (No ID)** | On | Students search for their name. |
| **Capture Photo** | Off | Students take a photo. It can print on the badge. |

Turn on at least 1 of **Scan Student ID**, **Allow Student ID Entry**, or **Allow Manual Entry (No ID)**. When more than 1 is on, students choose a method at the kiosk.

**On the Front Desk:** Staff search for the student by name, whichever identification options are on.

## Select Students

Lets a guardian choose the students they're picking up. Available on **Parent/Guardian Pickup** forms.

| Option | Default | What it does |
| - | - | - |
| **Instructions** | "Select the students you are checking out." | The text guardians see on this step. |
| **Allow Non-Guardian Student Selection** | Off | Lets the adult search for any student at the site, not only students associated with them. |

Students associated with the guardian are listed first. These associations come from guardian records in GoGuardian Org Management, synced from your roster or added there, and Visitor finds the guardian by the name from their ID or the name they enter at check-in. See [Set Up Guardians for Student Pickup](https://docs.goguardian.com/products/visitor/add-sites-and-users-in-org-management.md#set-up-guardians-for-student-pickup).

With **Allow Non-Guardian Student Selection** off, an adult with no associated students sees "No Students Found" and is asked to see the front desk. Turn it on to let a carpool driver, family friend, or other adult your school approves pick up a student.

**On the Front Desk:** Staff can search for and select any student at the site, even when **Allow Non-Guardian Student Selection** is off. Students associated with the guardian are still listed first.

Staff confirm the selected students before every pickup completes, whether it starts at a kiosk or the **Front Desk**. With **Allow Non-Guardian Student Selection** on, that confirmation is when staff check that the adult is approved to pick up each student. See [Confirm Students for a Pickup](https://docs.goguardian.com/products/visitor/review-screening-alerts.md#confirm-students-for-a-pickup).

![Select Students step on a Parent/Guardian Pickup form, with its Instructions and the Allow Non-Guardian Student Selection option](https://mintcdn.com/goguardian/vbbcOHBdrxzrcZoi/images/screenshots/form-steps-reference/02-select-students.png?fit=max\&auto=format\&n=vbbcOHBdrxzrcZoi\&q=85\&s=7a44d7be5b52d1b4f5a91bdb4219e1df)

## Choose Destination

Lets visitors and students choose where they're going, such as a classroom, the library, or the gym. Available on **Visitor** and **Student Check-In** forms.

| Option | Default | What it does |
| - | - | - |
| **Headline** | "Choose your destination" | The heading visitors and students see on this step. |
| **Allow Room Search** | On | Visitors and students can search your site's rooms. |
| **Suggested Destinations** | None | Destinations shown as choices on the step. Click **Add room** to suggest a room, or **Add destination** to enter one, such as "Book Fair." |
| **Allow Skip** | Off | Visitors and students can skip the step. |

If **Allow Room Search** is off, add at least 1 suggested destination. **District-Wide** forms can't suggest rooms, only destinations you enter.

Staff assigned to the chosen room get a check-in notification. See [Notifications](https://docs.goguardian.com/products/visitor/notifications.md).

On a **Student Check-In** form with a **Create Hall Pass** step, a room the student chooses here becomes their pass destination when Hall Pass allows a pass there, and the student skips choosing it again. If Hall Pass doesn't allow it, the **Create Hall Pass** step asks the student to choose another destination.

![Choose Destination step with Allow Room Search on and Suggested Destinations listing the Library and Counseling Office rooms and a typed-in Cafeteria destination](https://mintcdn.com/goguardian/vbbcOHBdrxzrcZoi/images/screenshots/form-steps-reference/03-choose-destination.png?fit=max\&auto=format\&n=vbbcOHBdrxzrcZoi\&q=85\&s=3cc38adcd860efe86a064938adfddfed)

## Choose Host

Lets visitors and students choose who they're here to see. Available on **Visitor** and **Student Check-In** forms.

| Option | Default | What it does |
| - | - | - |
| **Headline** | "Who are you here to see?" | The heading visitors and students see on this step. |
| **Allow Host Search** | On | Visitors and students can search for any staff member or admin at your site by name. |
| **Suggested Hosts** | None | Staff shown as choices on the step. Click **Add host** to add one. |
| **Allow Skip** | Off | Visitors and students can skip the step. |

If **Allow Host Search** is off, add at least 1 suggested host. Turn search off to limit a form to a short list, such as facilities staff on a contractor form.

**District-Wide** forms can't suggest hosts, and **Allow Host Search** stays on.

The host gets a check-in notification. See [Notifications](https://docs.goguardian.com/products/visitor/notifications.md).

## Ask Question (Choice)

Asks a multiple-choice question, such as the reason for a visit. Available on every form, as many times as you need.

| Option | Default | What it does |
| - | - | - |
| **Question** | "Please select one of the choices below" | The question visitors and students answer. |
| **Choices** | **Choice 1**, **Choice 2** | The answers to choose from. Click **Add Choice** to add more. Each question needs at least 2. |
| **Flag?** | Off for every choice | Choosing a flagged answer holds the check-in for staff review at the end of the form. |
| **Save answer and skip for future visits** | Off | Returning visitors and students skip the question and keep their last answer. See [Save Answers for Returning Visitors](#save-answers-for-returning-visitors). |

Flag answers that need a staff member's attention before a visitor or student continues, such as "Yes" to "Are you feeling sick today?" A flagged answer raises a **Flagged Answer** alert on the **Front Desk**. It never notifies anyone. See [Review a Flagged Answer](https://docs.goguardian.com/products/visitor/review-screening-alerts.md#review-a-flagged-answer).

![Ask Question (Choice) step asking Are you feeling well today, with Flag? selected for the answer No, I have a fever or other symptoms](https://mintcdn.com/goguardian/vbbcOHBdrxzrcZoi/images/screenshots/form-steps-reference/04-ask-question-choice.png?fit=max\&auto=format\&n=vbbcOHBdrxzrcZoi\&q=85\&s=d28b30d4f8a4dd6872e251116cfaaaef)

## Ask Question (Text)

Asks a question visitors and students answer in their own words, such as a company name or license plate. Available on every form, as many times as you need.

| Option | Default | What it does |
| - | - | - |
| **Question** | "Please answer the following question" | The question visitors and students answer. |
| **Save answer and skip for future visits** | Off | Returning visitors and students skip the question and keep their last answer. See [Save Answers for Returning Visitors](#save-answers-for-returning-visitors). |

Typed answers aren't translated. Staff see them as entered.

## Sign Document

Shows a document, such as a volunteer agreement or a contractor safety policy, for visitors and students to read and accept. They tap **Agree** to continue. Available on every form, as many times as you need.

| Option | Default | What it does |
| - | - | - |
| **Instructions** | "Please review and agree to the document to proceed." | The text shown with the document. |
| **Document** | None | The PDF to show, up to 10 MB. Required. |
| **Save answer and skip for future visits** | Off | Returning visitors and students skip the document. See [Save Answers for Returning Visitors](#save-answers-for-returning-visitors). |

To replace the document, click **Remove** next to it, then upload the new PDF. The document isn't translated, so upload a version your visitors can read, such as a PDF with each language.

**On the Front Desk:** Staff click **View** to open the document with the visitor or student, then select **Agreement confirmed**.

![Sign Document step on a Volunteer form, with its Instructions, an uploaded volunteer-agreement.pdf with Remove, and Save answer and skip for future visits](https://mintcdn.com/goguardian/vbbcOHBdrxzrcZoi/images/screenshots/form-steps-reference/05-sign-document.png?fit=max\&auto=format\&n=vbbcOHBdrxzrcZoi\&q=85\&s=dc27b7bf2e1f826310360e0c280588b9)

## Create Hall Pass

Creates a hall pass in GoGuardian Hall Pass for each student as part of the check-in or pickup, so staff don't write a separate pass. Available on **Student Check-In** and **Parent/Guardian Pickup** forms when your site has Hall Pass.

Before you add this step:

* **Room Rules:** Your check-in points must allow one-way travel in Hall Pass **Room Rules**, as origins for check-in forms and as destinations for pickup forms. When you register a check-in point, **Update Room Rules to support Hall Pass steps** sets this for you. See [Check-In Points](https://docs.goguardian.com/products/visitor/check-in-points.md).
* **Bell Schedules (pickup forms):** For a pickup started at a kiosk, Hall Pass uses your bell schedules to find each student's current class.

| Option | Default | What it does |
| - | - | - |
| **Instructions** | "Choose a destination for your hall pass." (check-in) or "Choose the location the student is coming from." (pickup) | The text shown on the step. |
| **Pass Duration (Minutes)** | 5 | How long each pass lasts, in whole minutes. |

What the pass does depends on the form:

* **Student Check-In:** The pass goes from the check-in point to the student's destination, which starts as their current class, or their next class if they don't have one now. The student can choose a different one.
* **Parent/Guardian Pickup:** Each student's pass goes from where they are, such as their class, to the check-in point. Passes are created after staff confirm the selected students. A denied pickup creates no passes.

**On the Front Desk:** Staff check each student's pass location and change it if needed. For a pickup, it's where the pass starts (**From**). For a check-in, it's where the pass goes (**To**). Each starts as the student's current class, or their next class if they don't have one now.

Past entries on the **Front Desk** don't create hall passes. For how passes work after they're created, see [Request a Pass](https://docs.goguardian.com/products/hall-pass/request-a-pass.md) and [Pass Statuses](https://docs.goguardian.com/products/hall-pass/pass-statuses.md).

## Print Badge

Prints a badge when the check-in is complete. Available on **Visitor** and **Student Check-In** forms. The step shows a preview of the badge as you change its options.

| Option | Default | What it does |
| - | - | - |
| **Visitor Name** | On | Prints the visitor's or student's name. |
| **Reason/Destination** | Off | Prints the destination from **Choose Destination**. Needs a **Choose Destination** step. |
| **Host Name** | Off | Prints the host from **Choose Host**. Needs a **Choose Host** step. |
| **Photo** | Off | Prints the photo. Needs **Capture Photo** on in the identity step. |
| **Staff Print Only** | Off | Kiosks don't print the badge. Staff print it from the **Front Desk**. See [Let Staff Decide When Badges Print](https://docs.goguardian.com/products/visitor/badge-printers.md#let-staff-decide-when-badges-print). |
| **Instructions** | "Peel the badge off the backing paper and place on the front of your shirt." | The text shown when the badge prints. |

Badges from forms with **Allow Self Check-Out** also print a QR code that visitors scan at a kiosk to check out. See [Allow Self Check-Out](https://docs.goguardian.com/products/visitor/create-and-manage-forms.md#allow-self-check-out).

Changing **Print Badge** doesn't change badges for visitors already checked in. For printers and label media, see [Badge Printers](https://docs.goguardian.com/products/visitor/badge-printers.md).

**On the Front Desk:** **Staff Print Only** doesn't apply. After a Front Desk check-in, staff choose whether to print the badge. See [Use the Front Desk](https://docs.goguardian.com/products/visitor/front-desk.md).

![Print Badge step with a badge preview showing an example visitor's name, photo, destination, host, and QR code, and the Badge Information, Staff Print Only, and Instructions options](https://mintcdn.com/goguardian/vbbcOHBdrxzrcZoi/images/screenshots/form-steps-reference/06-print-badge.png?fit=max\&auto=format\&n=vbbcOHBdrxzrcZoi\&q=85\&s=859b1969ed79cec3c2d142d454ec6c45)

## Save Answers for Returning Visitors

**Save answer and skip for future visits** on **Ask Question** and **Sign Document** steps saves time for visitors and students who check in often, such as volunteers who sign the same agreement every week. Steps with it on show a bookmark icon in the form's **Steps** list. **Confirm Visitor Identity** shows it too when **Save cleared sex offender checks** is on.

* A returning visitor or student skips the step and keeps the answer from their last completed check-in or check-out on that form at your site.
* On the **Front Desk**, the step isn't skipped. It's filled in with the saved answer, marked "From previous check-in" or "From previous check-out," and staff can change it.
* Staff see "From previous check-in" or "From previous check-out" next to the answer in the **Activity Log**.
* Saving any change to the form starts saved answers over. Returning visitors and students answer again on their next visit. Then their new answer is saved. See [Edit a Form](https://docs.goguardian.com/products/visitor/create-and-manage-forms.md#edit-a-form).

Leave it off for answers that change from visit to visit, such as the reason for a visit.

## Resources

* [Create and Manage Forms](https://docs.goguardian.com/products/visitor/create-and-manage-forms.md)
* [Understand Visitor Screening](https://docs.goguardian.com/products/visitor/visitor-screening.md)
* [Review Screening Alerts](https://docs.goguardian.com/products/visitor/review-screening-alerts.md)
* [Badge Printers](https://docs.goguardian.com/products/visitor/badge-printers.md)
* [Use GoGuardian Visitor with Hall Pass](https://docs.goguardian.com/products/visitor/visitor-and-hall-pass.md)


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