Form logic, badge templates, and notification triggers in one configuration layer
This section governs how visitor data is collected, how credentials are rendered, and how downstream systems are notified at each stage of the check-in flow.
Components of the Custom Workflows system
Form Builder
Drag-and-drop field editor for custom check-in forms with conditional branching logic.
Badge Designer
Template editor for visitor badge layout — fields, logo, QR placement, and expiry display.
Workflow Automation
Event-driven trigger system that fires notifications via Slack, email, SMS, or webhook.
Conditional Logic Engine
Evaluates form responses at runtime to branch into different flows or escalation paths.
NDA / Document Acceptance
Attach PDF documents to any form step and require e-signature before progression.
Workflow Version History
Every saved configuration is versioned. Roll back to any prior state without data loss.
What each workflow component governs
Form Builder
Data collection- Text, dropdown, checkbox, photo, and signature field types
- Conditional show/hide logic per field based on prior answers
- Required vs. optional field enforcement per visitor type
- Multi-step form layout with progress indicator
- Data mapped to visitor record and audit log automatically
Badge Designer
Credential rendering- Drag-and-drop canvas: logo, visitor name, photo, host, purpose
- QR code placement and auto-expiry timestamp display
- Per-visitor-type badge template assignment
- Print-to-PDF or push to connected label printers
- Badge invalidation on manual checkout or auto-expiry
Workflow Automation
Notification triggers- Trigger events: check-in, checkout, overstay, blacklist match
- Channels: Slack (DM or channel), email, SMS, webhook (POST)
- Per-host notification preferences overridable by admin
- Retry logic and delivery receipt logging
- Throttle rules to prevent notification flooding
Detail view of workflow configuration interfaces
Form Builder
Provides a visual field editor where admins construct multi-step check-in forms without writing code. Fields can be set as conditional — appearing only when prior answers match defined criteria.
Form builder reference
Badge Designer
A canvas-based template editor where admins position visitor data fields, upload organisation logos, set font sizes, and assign templates per visitor category. Badges auto-print on check-in completion.
Badge designer reference
Trigger Configuration
Admins select a trigger event (e.g. 'visitor checked in'), choose a channel (Slack, email, SMS), define the recipient (host, security, custom list), and set message templates with dynamic visitor data fields.
Trigger configuration docsConditional Logic Engine
Evaluates responses at each form step against configured rules and routes the visitor to the correct next step or escalation flow. Supports AND/OR operators and nested condition groups.
Logic engine referenceNDA / Document Acceptance
PDF documents can be attached to any form step. Visitors must scroll to the end and tap 'Accept' before the form advances. Acceptance is timestamped and stored in the visitor's audit record.
Document acceptance setupVersion History
Every published form, badge, or trigger configuration is saved as a versioned snapshot. Admins can view diffs between versions and restore any prior state from the history panel.
Version control docsWho can configure what
| Role / Portal | View form templates | Edit form templates | Publish forms | Design badges | Publish badges | Configure triggers | View trigger logs | Restore versions |
|---|---|---|---|---|---|---|---|---|
| Receptionist | ||||||||
| HR Administrator | ||||||||
| Operations Manager | ||||||||
| IT Administrator | ||||||||
| Super Admin |
Setting up Custom Workflows
- 1
Open the Form Builder
Navigate to the Workflow section in the admin console. Select 'Forms' and click 'New Template'. Choose a base form type: walk-in, pre-registered, contractor, or delivery.
- 2
Add and configure fields
Drag fields from the field palette onto the form canvas. Set each field as required or optional, assign a data label for the audit log, and add help text for kiosk display.
- 3
Define conditional logic
Select any field and open its 'Conditions' panel. Add rules that show, hide, or require other fields based on this field's response value. Test logic with the built-in simulator.
- 4
Attach NDA or documents (optional)
In the 'Documents' tab, upload a PDF and drag it into the desired form step. Set acceptance as required. Documents are stored per visitor record on submission.
- 5
Design the badge template
Navigate to 'Badges' and open the canvas editor. Position fields, upload your logo, set font sizes, and configure QR code placement. Assign this template to the relevant visitor type.
- 6
Configure notification triggers
Go to 'Triggers' and click 'Add Trigger'. Select the event (check-in, checkout, overstay), channel, recipient, and message template. Save and enable. Trigger logs are available immediately.
Notification and document delivery connections
Slack
Post to any channel or DM a host when a visitor checks in, via Slack Bot API.
SendGrid
Transactional email delivery for visitor confirmations and host alerts.
Twilio
SMS notifications to hosts and security with dynamic visitor data fields.
Microsoft Teams
Adaptive Card notifications posted to Teams channels on trigger events.
Zapier
Connect any trigger event to thousands of third-party apps via Zapier webhooks.
Webhook (Generic)
POST visitor event payload as JSON to any HTTPS endpoint in your stack.
DocuSign
Route NDA acceptance events to DocuSign for legally binding e-signature collection.
Google Drive
Auto-upload signed NDA PDFs and visitor records to a designated Drive folder.
Workflow system constraints
Forms
- Max fields per form
- 100 fields
- Conditional logic depth
- Up to 5 nested levels
- Field types supported
- Text, Number, Date, Dropdown, Checkbox, Photo, Signature, Document
- Form templates per org
- Unlimited
- Submission data retention
- Follows org audit log policy
Badges
- Badge canvas size
- 54mm × 85mm (credit card), configurable
- Supported printers
- Zebra ZD series, Dymo LabelWriter, Generic PDF
- QR code format
- QR Code (ISO/IEC 18004)
- Badge templates per org
- Unlimited
- Auto-expiry enforcement
- Badge invalidated on checkout or timeout
Triggers
- Max triggers per event type
- 25
- Delivery retry attempts
- 3 (exponential backoff)
- Webhook timeout
- 10 seconds per attempt
- Trigger log retention
- 90 days
- SMS character limit
- 160 chars (template enforced)
Frequently Asked
Questions
Couldn't find what you were looking for?
KaarobaarMeet.ai is a full-stack digital ecosystem OS designed for modern Indian business infrastructure. It powers every touchpoint of visitor check-in, multi-room event scheduling, and enterprise facility operations — replacing physical logbooks with self-service kiosks, encrypted QR passes, instant WhatsApp host alerts, and real-time operations dashboards.
The platform includes 24 modular micro-apps covering Visitor Management, Event Automation, Smart Parking, Smart Badges & Wristbands, Member Directories, Startup Trackers, and Live Command Centers — all accessible under a unified tenant and single sign-on.
Yes. KaarobaarMeet.ai provides an enterprise multi-tenant hierarchy with 13 role-based portals. Corporate headquarters get unified analytics across all cities and branches, while individual security gates, reception desks, and event coordinators operate dedicated local interfaces.
Any standard iPad, Android tablet, touchscreen kiosk terminal, or desktop computer. For physical passes, the system integrates seamlessly with standard thermal printers (Zebra, Brother, TSC) via USB, Bluetooth, or local network.
Pre-registered visitors receive an encrypted QR entry pass directly on WhatsApp prior to arrival. When they arrive and scan in at the reception kiosk or gate, the system alerts the host on WhatsApp instantly with the visitor's photo, designation, and company name.
Other platform sections
Review the full workflow configuration reference
Download the implementation guide or connect with a solutions architect to map your form, badge, and notification requirements.
