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Mobile Forms Management

3 min read

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Mobile Forms allow Managers to send instructions, questionnaires, and checklists to Guards and collect structured information during patrols.

Create Forms

1. Creating a Mobile Form

Steps

  1. Go to Company → Mobile Forms.
  2. Click + Add.
  3. Alternatively, you can press the Templates button to access a list of pre-created Mobile Form templates.
    These templates allow you to quickly start from ready-made examples – such as Equipment Checklist, Fire Route Inspection, or Incident Report – so you don’t have to build every form from scratch. You can use them as-is or customize them to suit your operational needs.
  4. Drag elements from the left panel into your form.
  5. Configure each element in the popup and Save.
  6. Enter a Form Name and Save.

Available Elements (Summary)

  • Text Input – short text
  • Text Area – long text
  • Image (Read Only) – reference image
  • Radio / Select – single choice
  • Checkbox – multiple choice
  • Signature – guard signature
  • Select (Entity-Based) – choose system Guard
  • Image Capture – take or upload a photo (photos uploaded by the guard from the gallery will include a watermark)

2. Assigning Forms to Checkpoints

  1. From the main page, select your Mobile Form → Assign Checkpoint.
  2. Select one or more Checkpoints → Submit.

The form appears automatically when the Guard scans those Checkpoints.

3. Allow Guards to Submit Forms Without Scanning

  1. Go to Company → Guards.
  2. Edit the Guard → enable Fetch Client List.

The Guard can now open Scan → Mobile Forms in the mobile app and submit forms manually.

Your Guards will be able to find and fill-in a Mobile Form without physically scanning a checkpoint, by pressing the “Scan” button in their mobile application and choosing “Mobile Forms”.

Submissions

1. Viewing & Managing Mobile Form Submissions

Mobile Form submissions are managed through the MF Submissions page allowing users to view, manage, and export all Mobile Form submissions in one centralized location.

From this page, users can:

  • Review all submitted Mobile Forms
  • Apply filters to refine results
  • Export submissions in bulk
  • Access individual submission details
a. Send MF Submissions via Email (On Demand)

Users can send selected Mobile Form submissions via email directly from the MF Submissions page.

  • Submissions are sent as PDF reports
  • Recipients can be added manually
  • Multiple email addresses can be entered using comma separation. This allows quick and flexible sharing of reports without needing to export files first.
b. Link MF Submissions Together

Users can link multiple Mobile Form submissions, enabling better organization and easier navigation between related entries.

This is especially useful when:

  • Multiple forms are part of the same workflow
  • Submissions need to be reviewed as a group
  • There is a logical connection between different reports

2. Editing Mobile Form Submissions

Editing a Submitted Form
  1. Select the form from the Submissions page.
  2. Click Edit.
  3. Modify fields.
  4. Click Save.

Users can edit submitted forms to correct or complete information as needed. This ensures that all records remain accurate and complete, especially before being shared with clients or used for reporting purposes.

Audit & Change Tracking

All changes made to a Mobile Form submission are recorded.

  • The system logs who performed each change and when it was made
  • Previous versions of the submission remain available

This ensures full transparency and allows users to review or trace any updates made to a submission.

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