Describe your site, access zones, requester types, and approval chain. Makeform creates a building access authorization form with identity, sponsor, schedule, area, and credential details for review.
Send access requests to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a prompt, tailor its locations and approvers, or send it to the Makeform builder. Each structure is an editable example.
Audience
Employees requesting permanent or scheduled site access
Format
Access request with manager and security review
Prompt size
239 chars
Example form structure
Access request with manager and security review
Employee, ID, department, and manager
Which building and access zones are needed?
Access start and end dates
Business reason for access
Manager and security review
Suggested routing tags
Employee access
Visitor access
Security review
Ask for the access window and specific zones. An end date makes temporary access clear.
Step 1
Request
identity, sponsor, location, reason, and dates
Step 2
Review
manager or host confirms the operational need
Step 3
Authorize
facilities or security records its decision
Step 4
Close
temporary access reaches its review or end date
Clear requests
A structured form collects the zone, schedule, sponsor, and end date while keeping reviewer notes with the request.
Use building, floor, room, and door choices to separate general entry from controlled areas.
Connect each request to the host, manager, project owner, or responsible department.
Record reviewer status, comments, credential action, and completion with the original request.
Common access paths
Start with the closest access scenario, then adjust locations, schedules, and review responsibilities to match your organization.
Department, manager, work location, regular schedule, and the exact zones needed for a role.
Host, destination, arrival window, visit purpose, parking, escort, and temporary badge details.
Company, project owner, work order, crew roster, tools, vehicles, shifts, and controlled work areas.
After-hours or expanded access with a specific reason, approving area owner, and defined expiration.
Authorization workflow
Turn local access rules into consistent questions and a clear review path.
List requester types, buildings, zones, hours, sponsors, and reviewers.
Show visitor, contractor, or after-hours questions only when relevant.
Notify the responsible manager, host, area owner, facilities contact, or security inbox.
Keep status, comments, credential reference, activation, expiration, and closure together.
Choose a request method
Compare requests submitted through conversation, static files, and online forms.
Field guide
Use these six groups to collect enough context for a practical access review. Adjust sensitive data fields and retention practices to your own policies.
Identity
Separate employee, contractor, and visitor paths while collecting the identity details your process needs.
Location
Structured site, building, floor, room, entrance, and zone choices make the requested scope clear.
Purpose & sponsor
Record why entry is needed and which manager, host, project owner, or area owner can confirm it.
Schedule
Capture start, end, weekdays, and hours so temporary or after-hours access is easy to identify.
Site logistics
Ask about escort, parking, vehicles, crew, equipment, and badge or key needs when applicable.
Review record
Use internal fields for review stages and actions. Submission gathers a request; authorized staff record the outcome.
Related tools
Connect building access intake with focused forms for facilities, credentials, keys, contractors, and incident follow-up.
Create a general building-entry form for site-specific access details and routing.
Open toolCollect facility locations, schedules, request reasons, and reviewer context.
Open toolGather the information needed for a new or replacement identification card request.
Open toolRecord key type, doors, holder, sponsor, issue details, and expected return.
Open toolCollect contractor company, contact, service, experience, and project information.
Open toolBuild a structured form for reporting and following up on security incidents.
Open toolFAQ
Practical answers for facilities teams, security teams, office managers, and hosts organizing access requests.
It collects who needs access, which zones they need, why, when, and who sponsors the request. Facilities or security can review the information and record an outcome; submission is not automatic authorization.
Include requester type, contact details, organization, sponsor, purpose, zones, dates, hours, and escort or credential needs. Add reviewer status, comments, credential reference, and closure fields.
Yes. Conditional logic can show employee, visitor, or contractor questions while keeping location and schedule fields consistent across every path.
Require exact dates, zones, a sponsor, and a reason. Collect after-hours or escort details when relevant and keep the expiration visible for review.
Use department, location, requester type, and zone as routing inputs for notifications or workflows involving the responsible manager, host, facilities contact, or security team.
No. The form organizes a request. Authorized staff decide the outcome and credential action under your procedures. Make the pending status and next steps clear.
Yes. Makeform provides unlimited free form creation and unlimited free responses. The paid tier only removes the Makeform badge.
Yes. Add site and building dropdowns, then show location-specific floors, doors, approvers, or instructions with conditional logic. Separate forms can suit sites with very different processes.
Replace incomplete access emails with structured intake.
