A practical guide for creating forms, collecting responses, managing ID records, running event badges, using WhatsApp collection, exporting data and understanding PayGo capacity.
1. Gatepass Basics
Gatepass helps teams collect structured information, review submissions, generate records and manage operational data from one workspace.
1.1 What you can create
Choose the product type that matches the work you want to run.
Standard Forms for enquiries, feedback, complaints, orders, surveys and registrations.
ID Capture for collecting personal records and generating approved ID cards.
Events & Badges for attendee registration, tickets, passes, event badges and check-in preparation.
Verification & Exports for downloading clean reports and confirming issued records.
1.2 How the workflow moves
Most work in Gatepass follows the same simple path from setup to final record.
Create a project from a blank page or a template.
Add fields, instructions, required questions and upload requests.
Publish and share through a web link, QR code or WhatsApp where enabled.
Review responses, approve records and export the data you need.
1.3 Who should use this manual
This manual is for workspace owners, administrators, reviewers, event teams, school teams, churches, NGOs, service teams and anyone collecting records with Gatepass.
Owners should read account, billing, PayGo and workspace sections.
Admins should read create, settings, review, WhatsApp and export sections.
Reviewers should focus on response management, approval and verification.
2. Account And Workspace
Your account gives you access to Gatepass, while your workspace stores projects, responses, billing capacity and team activity.
2.1 Create or access your account
Use Start Free to create a new account or Login to return to an existing workspace.
Use a valid email address for access, recovery and important notices.
Keep your password private and use password reset when needed.
After login, open the dashboard to create or manage projects.
2.2 Understand your workspace
A workspace groups all your Gatepass activity under one organization or project owner.
Forms, ID projects, event projects and responses belong to a workspace.
Billing allowances and PayGo packs are applied to the workspace.
Team members should be invited only when they need dashboard access.
2.3 Keep workspace records organized
Use clear naming so your team can find the right form, ID project or event quickly.
Name projects with the year, program, class, event or department.
Archive projects that are no longer collecting new submissions.
Keep old records available for review and export when needed.
3. Create From The Dashboard
The Create page is where you start a standard form, ID capture project, event badge project or Google Form import.
3.1 Choose the right tab
Each Create tab is designed for a specific product type.
Standard Form creates normal forms for response collection.
ID Capture creates records that can become ID cards after approval.
Events & Badges creates attendee registration projects and badge workflows.
Import Google Form is used only when you want to start from an existing Google Form.
3.2 Start blank or use a template
Templates give you a faster starting point while still allowing full editing after creation.
Pick templates from the matching product group.
Review the fields before publishing.
Remove fields you do not need and add any required business-specific fields.
Submit a test response before sharing the project publicly.
3.3 Draft, publish and archive
Publishing opens collection. Archiving keeps records but frees the active project slot.
Keep a project in draft while building and testing.
Publish only when users should begin submitting.
Archive projects that are closed but should remain available for records.
4. Standard Forms
Standard Forms are for everyday data collection where each completed submission counts as a response.
4.1 Best uses
Use Standard Forms when the main goal is to collect answers, review them and export the data.
Contact forms, enquiries and customer feedback.
Complaints, order requests, surveys and simple registrations.
School, church, NGO or business forms that do not require card generation.
4.2 Response allowance
Each submitted standard form response uses response capacity for the workspace.
Free Mode includes a response allowance across the workspace.
Paid response packs add more response capacity.
Responses already collected remain valid even if the form is later archived.
4.3 Quality checklist
Before sharing a standard form, make sure users can complete it without confusion.
Use a clear title and short description.
Mark only necessary fields as required.
Test uploads, choices and confirmation messages.
Open the Responses page after a test submission to confirm the record is saved correctly.
5. ID Capture
ID Capture is for collecting verified person records and generating ID cards after review.
5.1 When to use ID Capture
Use this product when each approved person may need an ID card, membership card or staff/student record.
Student ID records and school ID cards.
Staff ID cards, church membership IDs and visitor IDs.
Volunteer, resident, association or organization membership records.
5.2 ID credit rule
An ID credit is used when an ID card is generated or issued, not simply when a person submits the form.
Review submissions before generating a card.
Reject or correct incomplete records before using credits.
Generated cards remain attached to the record for future review and export.
5.3 Good ID form setup
Ask only for the information needed to identify the person and produce a useful record.
Collect full name, role or class, phone/email where needed and a clear photo.
Use upload instructions for passport photos or supporting documents.
Preview the card design before generating cards in bulk.
6. Events And Badges
Events & Badges helps you register attendees, prepare passes or badges and manage event records.
6.1 What to create
Use Events & Badges when people are registering for a program, ceremony, conference, ticketed event or access list.
Event registration forms and attendee lists.
Conference badges, graduation badges and church program badges.
VIP passes, ticket passes and access-control records.
6.2 Event capacity rule
One successful attendee registration uses event capacity, and the attendee badge or pass is included with that capacity.
The user is not charged again just to generate the badge for an already counted attendee.
Event packs add more attendee capacity for event projects.
Archived event projects keep their attendee records but do not collect new registrations.
6.3 Event preparation checklist
Prepare the form and badge before sharing the registration link.
Confirm event name, date, attendee fields and badge label.
Submit a test registration and check the generated badge or pass.
Export a sample attendee list before the event day.
7. WhatsApp Collection
WhatsApp collection lets people start or continue Gatepass form sessions from WhatsApp when the workspace and form are configured for it.
7.1 Link WhatsApp to an account
A workspace user can link a WhatsApp number so account-related commands work from that phone.
Generate a LINK code from the dashboard WhatsApp channel area.
Send the LINK code from the WhatsApp number you want to connect.
After linking, the number can access workspace-aware commands such as MY FORMS, RESPONSES and MANAGE ACCOUNT.
Use UNLINK when the number should no longer be connected.
7.2 Let respondents fill forms
Respondents can start a WhatsApp-enabled form by sending START followed by the form code, or by sending the bare code where recognized.
WhatsApp asks questions one after another and saves answers into a normal Gatepass response.
Use SKIP for optional questions where allowed.
Use CANCEL to stop the active session.
Use CONTINUE to resume the latest unfinished session.
Uploads can be accepted for photo or file questions where the form requests media.
7.3 Useful WhatsApp commands
Commands give users shortcuts for common account and form actions.
START CODE: start a specific form session.
CONTINUE: resume an unfinished form session.
LOGIN or CREATE ACCOUNT: connect a user account through verification.
CREATE FORM: create a simple WhatsApp-ready form from a linked account.
MY FORMS and RESPONSES: view forms and recent response activity for the linked workspace.
MANAGE ACCOUNT, SWITCH WORKSPACE, SUPPORT and UNLINK: manage access and request help.
7.4 Monitor WhatsApp activity
The dashboard and admin area can show sessions, messages and support conversations linked to WhatsApp activity.
Review active, completed, expired or failed WhatsApp sessions.
Open transcripts to understand where a respondent stopped.
Use reminders only where the service window or approved template allows it.
Support messages can be handled by admin when human assistance is needed.
8. Responses And Review
Responses are the submitted records your team reviews, filters, approves, exports or uses to generate cards and badges.
8.1 Find and review submissions
Use the Responses area to inspect submitted data and take the next action.
Open responses from the main dashboard or from inside a specific project.
Filter by product, form, status, date or search terms where available.
Open the response detail page to review answers, uploads, internal notes and status.
8.2 Use statuses carefully
Statuses help your team understand whether a record is new, reviewed, approved, rejected or completed.
Use pending or new for unreviewed submissions.
Use approved only after required details and uploads are checked.
Use rejected or correction-needed when a record should not proceed.
8.3 Protect submitted data
Responses can contain personal information, documents or payment proof, so handle them carefully.
Give dashboard access only to team members who need it.
Avoid downloading sensitive files unless required for operations.
Use exports responsibly and store downloaded reports securely.
9. Verification And Exports
Verification and exports help your team confirm records, prepare reports and keep clean backups of submitted data.
9.1 Export records
Exports turn submitted records into files your team can use outside the dashboard.
Export response lists for reporting or offline review.
Export ID or event records where the project supports card, badge or pass output.
Check the export fields before sharing the file with other people.
9.2 Verify issued records
Verification helps confirm that an issued record, badge or pass belongs to the correct Gatepass record.
Use verification links or QR-based checks where available on the record.
Confirm that the record status and details match the person or attendee.
Report suspicious or incorrect records to the workspace owner or admin.
9.3 Keep records after archiving
Archiving stops new collection but keeps the project data available for review and export.
Archived forms, ID projects and events no longer use active project slots.
Responses already collected remain part of usage history.
Generated IDs, badges and exports remain connected to their records.
10. Free Mode And PayGo
Gatepass uses Free Mode allowances and PayGo packs so teams can start quickly and add capacity only when needed.
10.1 Free Mode allowances
Free Mode gives a workspace a practical starting allowance across the active product areas.
10 active standard forms.
50 standard form responses per allowance period.
5 active ID projects and 20 ID card generations.
5 active event projects and 50 attendee registrations with badges or passes included.
10.2 PayGo packs
PayGo packs add specific capacity without changing unrelated limits.
Response packs add standard form response capacity.
ID credit packs add more generated ID cards.
Event packs add more attendee registrations and included badges or passes.
Duration or export packs extend time or reporting capacity where available.
10.3 Active project limits
Active limits are separate from usage credits.
Buying responses does not automatically add more active form slots.
Buying ID credits does not automatically add more active ID projects.
Buying event capacity does not automatically add more active event projects.
Archive inactive projects to free active slots, or contact admin for a workspace limit increase.
11. Support And Security
Use support when you need help with account access, billing capacity, project setup, WhatsApp sessions, responses, exports or verification.
11.1 Send useful support details
Clear support requests are faster to handle.
Include your account email and workspace name.
Mention the form, ID project or event involved.
Describe what you were trying to do and what happened.
Add screenshots only when they do not expose sensitive private information.
11.2 Protect your account
Keep account access and respondent data safe.
Do not share passwords or private login codes.
Remove team members who no longer need access.
Check workspace records before deleting or archiving projects.
Contact support quickly if you suspect unauthorized access.
11.3 Troubleshooting checklist
When something does not work, check the basics first.
Confirm the project is published if users cannot submit.
Check whether the workspace has enough response, ID or event capacity.
Check that WhatsApp codes are typed correctly and sessions have not expired.
Refresh the dashboard after billing or admin changes are made.
