External Request Link and Form

This feature group introduces new tools to help Admins manage External Request Form links for each site. The enhancements include visibility, sharing, expiration control, and placeholder page behavior for both Admins and requesters. Requesters can access a site-specific external form via the copied link.

External Form Column in Sites List

A new column labeled "External Form" has been added to the Sites list.

Behavior

  • The column displays a Copy icon next to each site that has at least one active External Visit Type.
  • Clicking the icon copies the external request form link to the clipboard.
  • A tooltip appears on copy with the message: "Link copied to clipboard."

Conditional Visibility

  • The column is only visible if at least one External Visit Type exists on the platform.
  • If no qualifying visit types exist, the column is hidden entirely.

Backend Integration

  • When a site is mapped to an external visit type, a corresponding entry is created in the external links table if it doesn't already exist.

External Request Form

Entry and Contextual Information

When a requester opens a valid link:

  • They are shown the External Request Form page
  • If available, the Site Image and External Form Description are displayed at the top
  • The Visit Type dropdown is shown if more than one visit type is available
  • If only one Visit Type is available, it is auto-selected and the form is preloaded

Form Field Behavior

Fields displayed are based on the configuration of the selected External Visit Type. All labels and requirements are inherited from admin settings.

Form Fields and Validations

Field

Notes
Visit Type Hidden if only one external visit type is assigned.
First Name Required. No leading spaces. Trailing spaces are trimmed. Character limit enforced.
Last Name Required. No leading spaces. Trailing spaces are trimmed. Character limit enforced.
Email Required. No leading spaces. Trailing spaces are trimmed. Character limit enforced.
Job Title Optional/Required based on config. Character limit enforced.
Company Optional/Required based on config. Character limit enforced.
Phone Optional/Required based on config. Character limit enforced.
Time Zone Single-select. Matches internal behavior.
Estimated Attendee Count Matches internal behavior.
Visit Length Matches internal behavior.
  • Fields are cleared on page reload
  • Validation triggers on submit, with red highlights and messages shown inline

Sectioned Questions (Dynamic)

If configured, the following sectioned questions are displayed below standard fields:

  • Reason for Visit
  • Extra Info
  • Logistics

Behavior:

  • Only questions/headers marked with "Show on External Form" are shown
  • Section order: Reason → Extra Info → Logistics
  • Question order within sections follows admin configuration

Select Date & Time Modal

After all required fields are filled, the "Select Date & Time" button appears.

Date Picker Behavior:

  • Opens a modal for primary date selection

    Only valid dates are enabled

    • Disabled: Past dates, dates outside lead time, or without available time slots
    • Tooltip shown on hover over disabled dates: "This date is unavailable"
  • Once a date is selected, it appears in the form and the button becomes "Submit Request"

Alternate Date/Times Selection

If the Visit Type allows alternate dates, the following flow is enabled:

  • After selecting a main date, Alternate Date 1 modal appears
  • If selected, Alternate Date 2 modal appears
  • If required alternate date is skipped, field is marked in red
  • Requester can remove or update alternate dates before submitting
  • A maximum of two alternates can be added

Request Submission Confirmation

Once all required fields are filled and validation passes:

  • The requester clicks "Submit Request"
  • A message is displayed: "Your request has been submitted successfully."

Visit Creation from External Request Form

This functionality enables automatic Visit creation in the system when a Requester submits a valid External Request Form. It ensures that external inquiries are seamlessly integrated into the internal visit workflow.

Visit Generation Logic

When a Requester submits a completed External Request Form:

  • A new Visit is created in the system
  • The Visit Status is set to "Tentative"

  • The Visit Name is auto-generated in the format: <Requester Full Name> <Company Name>

    The Source of Request is set to ER (External Request)

    The Visit appears in:

    • The Calendar
    • The Dashboard
    • The Visit Management interface

Requester Integration

The requester is added to the Visit as:

  • A Requester on the Visit Team tab
    • If the user exists (by email), no changes are made to their active/inactive status

    • If the user does not exist, an inactive user is created automatically

      A Customer Attendee

    • Includes full name, email, job title (if provided), and company (if provided)
    • If a Person record already exists for the email, it is reused without overwriting existing data

Additional Field Behavior

  • If Engagement Format is enabled in environment settings, the field is prefilled automatically based on platform logic
  • If email notifications are enabled, an acknowledgment email is sent to the requester upon visit creation

Integration and Lifecycle

  • The newly created visit enters the standard visit lifecycle, including:
    • Notifications to internal teams
    • Editing and reassignment
    • Team and agenda management workflows

Notes

  • The request form data is fully captured in the Visit record
  • Submission and lifecycle workflows are compatible with existing visit management flows
  • This automation reduces the need for manual intake while preserving flexibility for internal teams