Describe your property and Makeform creates a guest pass request form for the visitor, host, visit window, destination, and access details.
Route requests to email, Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose an example, adapt its access rules, or send it to the Makeform builder.
Audience
Residents requesting passes for personal visitors
Format
Resident request with visitor and vehicle details
Prompt size
254 chars
Example form structure
Resident request with visitor and vehicle details
Resident name, unit, and phone
Visitor name and phone
Arrival and departure
Will the visitor bring a vehicle?
Vehicle and license plate details
Suggested routing tags
Pending review
Approved visits
Pass desk
Ask for arrival and departure times, not only dates, when the pass should work for a limited access window.
Step 1
Request
host, visitor, purpose, and dates
Step 2
Review
staff checks rules and availability
Step 3
Issue
pass details reach the host or desk
Step 4
Visit
arrival is matched to the request
A cleaner front-desk handoff
A structured request gives reviewers the host, date, vehicle, destination, and visitor in one record.
Require the visitor, host, purpose, dates, and contact details before check-in.
Show vehicle, equipment, or group fields only when a response makes them relevant.
Tag requests, notify reviewers, and keep each outcome with its submission.
Made for different properties
Replace the example destinations, visit windows, reviewers, and instructions with your own.
Connect visitors to a resident, unit, arrival date, and vehicle plate.
Capture the employee host, destination, parking request, and visit time.
Record the member, session, guest age group, facility areas, and equipment.
Handle multi-day guests with sponsor, work area, access window, and vehicle details.
Guest pass workflow
Turn your guest access process into a form sponsors can complete and staff can review.
Name eligible sponsors, required details, visit windows, destinations, and visitor types.
Replace sample locations, require contact fields, and reveal conditional visit questions.
Notify the responsible desk or manager with the submitted details.
Explain where guests arrive, what hosts do, and when passes can be collected.
Form vs message vs paper
Ask every sponsor for the same minimum details and keep each visit easy to find.
Field guide
Use these six groups, keeping only fields your team will use.
Sponsor
Connect the request to a resident, employee, member, tenant, or sponsor so staff can direct questions correctly.
Visitor
Ask for guest details used at check-in. For groups, collect multiple names or a roster.
Visit window
Collect the start, end, destination, and recurrence so staff understands the requested access period.
Purpose
The purpose distinguishes social guests, vendors, candidates, delivery contacts, and contractors.
Logistics
Conditional questions collect parking, accessibility, equipment, or after-hours details only when needed.
Rules and follow-up
Place guest rules beside an acknowledgment and explain what happens after submission.
Related tools
Pair the pass request with registration, building access, facility requests, and visit scheduling forms using real Makeform tools.
Collect arrival information directly from guests for events, lodging, or managed reception desks.
Open toolStructure requests for entry to a building, floor, room, or other controlled destination.
Open toolGather the requester, access area, reason, schedule, and reviewer details for facility entry.
Open toolCoordinate resident visits with requested dates, visitor information, and booking details.
Open toolRoute broader facility needs such as room arrangements, repairs, equipment, or onsite support.
Open toolCollect proposals and requests from community members when the need extends beyond a single visit.
Open toolFAQ
Answers for community managers, facility teams, desks, and hosts.
It is a form a resident, employee, member, or sponsor completes before a visitor arrives. It records the host, visitor, visit window, destination, and access notes, then routes the request to the responsible team.
Include sponsor and visitor contacts, purpose, arrival and departure, and destination. Add unit, membership, vehicle, parking, accessibility, group, or equipment fields when used. Show the guest rules and next step.
Yes. Ask for a guest count, repeat fields for small groups, or upload a larger roster. Keep shared visit details together while collecting each name the arrival team needs.
Yes. Ask whether the visitor is driving, then show vehicle, plate, parking, and arrival-gate fields only when the answer is yes.
Yes. Use start and end dates plus a daily access window. For recurring visitors, collect the schedule and final date, then route the request through your chosen review process.
Yes. Makeform provides unlimited free forms and responses for generating, editing, publishing, and collecting requests. The paid tier removes the Makeform badge.
Submissions can reach the Makeform inbox and trigger email or Slack. Apply status tags and send structured data to Google Sheets or connected workflows.
No. Label it as a request, explain the review step, and tell sponsors where the final status will come from so a receipt is not mistaken for approval.
Make every guest arrival easier to prepare for.
