Section 2 | Guest Intake Profile (fka Application Form)

[sanya301]

The Problem:

Currently, Guests have no means to provide information about themselves to the homeless youth matching organization as well as Hosts online.

User Story:

As a Guest, I should be able to see the questions in the Profile (formerly application form) and fill it to the best of my knowledge for the matching process.

High-Level Approach:

Profile (formerly application form) page with multiple questions and a place to enter the answers to those questions. The page should also contain options like save and have the ability to move to any section of the profile.

Additional note: Guest will see all communication in their process as "Profile", but we will internally refer to the form that the Guests fill out as "Intake Profile" in future stories for the purposes of distinguishing this from the "Matching Profile" that gets generated once the "Intake Profile" is approved. In this user story, "Profile" and "Intake Profile" are synonymous.

Solution Alignment

Considerations

• Anticipate that users will be using desktop, tablet, mobile devices --> use responsive design
• In the future, the plan is for the guest onboarding experience for multiple organizations (SPY and beyond), where different organizations might want to modify the profile (application) questions needed for Guests.

Goals & Success

Success is if a guest can successfully complete the intake profile (formerly application form), as well as edit it based on the instructions received from the coordinator.

Metrics

• Number of intake profiles completed vs the number of intake profiles (formerly applications) started.
• Average time taken to complete each intake profile (formerly application)

Key Features:

• Text-based questions for most questions (Questions where the answer would be in paragraph type). (As of now application form is same as safe place for youth. The link is in the PDF below)
• Date, phone number, email, checkbox and signature question types/validations
• Navigation on all profile (application form) pages to enable the users to modify their answers and move to any section of the profile (application)
• Save button on each page to save the profile (formerly application) and exit
• Autosave feature every time Guest tries to exit the page they are currently on with a message that informs them that the page's progress will be saved
• Ability to see the same saved profile (formerly application) after logging in
• Ability to edit the answers multiple times before completing the profile.
• Required field validations and indications that required fields have not been filled out
• Ability to see a final overall preview before submitting the profile
• Ability to sign the profile before each submission
• Button to submit the final profile
• Ability to get a PDF version of the signed profile (formerly application) on submission (download button or email whichever is easier; quick feedback from eng is that render + download pdf shouldn't be a major effort, will need input on what the pdf should look like). Update:
  • Email should be auto generated on submission
  • Ability to get PDF version at any given time from the Guest dashboard
• Ability to edit the answers if requested by the coordinator after a profile (application) is submitted.
• Ability to see the last version of the submitted profile (need to work out the design for accessing/displaying profiles)

Acceptance Criteria:

• Once a guest is logged in, they should be able to start the profile from the dashboard page under the Profile section.
• On the first page of the profile (formerly application form), a guest should be able to see the minimum expectations from a guest (Just like we see terms and conditions)
• A guest should be able to type/modify the answers to questions until the profile is submitted.
• Guest should see an error if a question type is filled incorrectly (Date, phone number, email and signature)
• Guest should be able to fill the profile (formerly application form) in multiple sessions by saving the profile using the autosave functionality (The autosaving functionality will add all the filled questions into the database for this particular guest)
• 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
• Guest should be able to see pre-filled answers for any answers that were saved at any point.
• Guest should see a (*) for mandatory questions and they should not be allowed to submit the profile if a mandatory question is not completed. They should see an error describing that a mandatory question is not completed and highlight the missing question (easier to identify) when they try to navigate away from a page
• Guest should be able to see a preview of all answers before the final submission.
• If a guest is logged in and has exited before submitting the profile (formerly application form), they should be able to continue the profile from the dashboard page under the application section and they should be redirected towards the first page that has an unfilled required field.
• Guest should be able to self-sign the profile (formerly application form) at the end by either uploading the signature from the computer or entering the name at the end. See considerations here
• Guest should have a submit profile (formerly application) button at the end of the application form which will lock the profile and send the profile for review to the coordinator.
• Guest should have the ability to get a PDF version of the signed profile on submission (download button or email whichever is easier)
• Once the guest has completed the profile (formerly application form), they should see the profile status as Pending Review on the dashboard page.
• 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
  • Profile should be unlocked for the Guest to edit all fields
  • Guests should be required to sign the edited version of the profile before they click submit.
• Guest should be able to navigate to any section of the profile (formerly application) without completing previous sections

Future Consideration:

• 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 profile tab of the dashboard
  • On clicking the profile, the guest should be navigated to the first question that has a request for an edit
  • After the first requested edit question is modified, they should be directed to the next requested edit question and so forth (to be discussed with engineering)
  • Any questions that did not require changes should be locked.
  • Guests should be required to make changes to all requested edits field before they resubmit the profile
  • Guests should be required to sign the edited version of the profile before they click submit.

Guest physical application form (intake profile):

Guest application form Link - Guest profile for us

Design

• Review existing designs on Figma
• Edit existing designs as needed
• Designs are edited and ready for engineering. Link to the Figma: Guest Prototype Mobile , Guest Desktop Prototype

Team Reviews:

• Product - Sanya
• Design - Jiehong
• Engineering - Erik

Engineering

• Implement Forms API #636

Open Questions:

• What are the options for signature? Ideal is low effort legally binding signature capability. Need research on this
• Customer open question: should paragraph answers have a minimum character count?

[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 #589

[sanya301]

As discussed in the last sync, here is a follow up user story for signatures #611 @erikguntner

[ExperimentsInHonesty]

Feedback on walkthrough of Guest Intake Profile during team meeting 10/01/24

Page 1 (signin)

• apple and google icons are reversed
• bring back color for the final version (so its more fun)

Welcome

• It's a lot of text. Which might be ok, but something to think about
• the name Home Unite Us will have to be replaced with the name of our partner who is using the software.

Basic Information

• Might not want to ask such invasive questions such as dob on the first page.
• I like that they can provide gender identity and their picture, that is going to create a positive association

Portal page

• love the feel and the fun, while still being functional
• concerned, what do we do if we have to add more question sections (it does not seem modular)

Question pages

• the see portal button, could we call that all questions ? Might be easier to understand

Interest in being a guest (part 1 and part 2)

• had canned answers. - let me explain why they will want to write something themselves.

Review profile

• don't ever refer to the profile as an application. The guest does not apply, they are already accepted into the program

[ExperimentsInHonesty]

At the end of the meeting after speaking with everyone, I wanted to post the following summary

The first name last name should be moved to a separate section. This page should appear right after they have done the account creation, and should never appear again once they have added their name. They cannot skip this section. Once they have successfully completed the section, they are delivered to the dashboard.

From the dashboard, they can expand the first accordion and click on the button to go to the profile overview page (we also were calling it the portal last night). This current iterations of this page are

1. circular with graphic
2. cards
3. list view

When you click on any of the items in any of the above views, it takes you to a question page.

The question page should

• have a way to get back to the profile overview
• a way to go to the next question
• a way to skip the question if you don't want to answer now (could be a skip button, could be some other way of making it intuitive or explicit)

We need to refine the review/edit process for the application before submitting.

[ExperimentsInHonesty]

Our bias is towards something that is simple for dev to implement

we choose

Desktop: the people on the left and the buttons on the right
Mobile the people on the top, the buttons on the bottom, scrolling down