Section 2 - Host Intake Profile (aka Application Form)

[pardhama]

Updated story at the bottom: https://github.com/hackforla/HomeUniteUs/issues/508#issuecomment-2451133915

The Problem:

~Currently, Hosts can not see the overview and the steps collated at one place where they can be prepared for the next steps.~ Currently, the Host does not have a way to view all the steps (task groups), action items required to complete the application (intake profile) and track their onboarding process in one centralized location.

User Story:

~As a Host, I should be able to see a dashboard/overview of steps(with description/links) that would be required to get matched, along with my progress.~ As a Host, I should be able to view a clear and comprehensive overview of the matching process including the task groups (high level categorization of related task), tasks (specific actions I need to take to complete the application) and track my progress.

High-Level Approach:

~Dashboard page that shows high-level steps, progress, and status of steps needed for Hosts to complete the matching process~ The dashboard page displays task groups, tasks, progress, and status of tasks that the host needs to complete to enter the matching process.

Solution Alignment

Considerations

Anticipate that users will be using desktop, tablet, mobile devices --> use responsive design In the future, the plan is for the Host onboarding experience for multiple organizations (SPY and beyond), where different organizations might want to modify the steps needed for a Hosts.

Goals & Success Success is if host can successfully determine all the steps involved in the HUU process on the dashboard, see my progress and easily click into sections that are unlocked.

Metrics

Key Features:

• Task groups that contain tasks with logical groupings
• Ability to expand task groups to see all tasks in the task group, read their descriptions and status.
• All tasks up until the matching process should be included
• ~Progress bar that shows percentage of all tasks completed~
• Progress in terms of x of y tasks completed
• Status of each task (Complete, In progress, Locked or More information is needed)
• Ability to click into a task to navigate to any additional pages needed to complete that task

Acceptance Criteria:

• Host can see all the task groups required for the HUU onboarding/matching process in one glance
• Host can expand a task group to see the tasks, status as well as description of the tasks in that group
• Host can see the expanded task group that is currently in progress when they navigate to the dashboard
• Host can see the status of the tasks (such as complete, in progress, locked or more information is needed)
• Host can click into any additional page(s) needed to complete a task, or see any additional pages of completed task(s).
• Host cab view their progress and where they are currently in the whole process
• Host should be able to see updated progress and task status updates, if any, the next time they navigate to the dashboard.

Designs:

• [x] Review existing designs on Figma
• [x] Edit existing designs as needed
• [ ] Designs are edited and ready for engineering. Link to the Figma: (share Figma link here when ready)

Key Decisions:

The host is first taken to the main page with an overview of all the steps needed to complete the matching process instead of straight to their application.

Team Reviews:

• [x] Product -
• [x] Design - Help Needed
• [ ] Engineering - Help Needed

[edela0015]

@pardhama can I get the overview steps for the guest dashboard please

[randelbrot]

Hi @edela0015, by overview steps do you mean the titles for the step categories to be shown on the host dashboard? eg for the Guest dashboard the overview steps are "Application", "Onboarding", "Host Selection", and "Match Finalized".

If that is what you mean, for the Host dashboard I suggest the following names: "Application", "Onboarding", "Guest Matching", and "Match Finalized".

cc @pardhama

[sanya301]

@pardhama @edela0015 can you help update the design assignees for this issue

[baipai]

I've made the host dashboard adjust to the guest dashboard.

[baipai]

Note: Some screens are still missing and require add-ons for the guest part. Since the guest part is still being worked on, the host part will continue until things are somewhat finalized.

[jasika-ai]

@jasmineg95 @sm10949 can check out Guest User Story for reference #533

[lola3736]

@sm10949 and @jasmineg95 lets discuss during our team meeting on Thursday. I have unassigned myself from this issue as this should be assigned to host team member.

[sm10949]

Objective:

To develop a comprehensive host application form and profile management system for Home Unite Us (HUU). This system will streamline the process of host recruitment, application, and matching with youth, supporting the organization's goal of providing safe housing options for homeless youth.

The Problem:

Currently, Hosts have no means of submitting their information to the foster home program organizations through an online process.

User Story:

As a Host, I should be able to access and fill out the application form, providing all the necessary details for my household and housing information to apply for the matching process.

Assumptions:

• Hosts have access to internet-connected devices to complete the application.
• All stakeholders (hosts, coordinators, and guests) have basic digital access.
• The organization can review and process applications
• There is a need for both initial applications and ongoing profile management
• Hosts are willing to provide detailed personal information for vetting purposes

High-Level Approach:

The Host Application Form page will contain multiple sections that allow Hosts to enter required data. This form will support applicants and co-applicants from the same household. Hosts should be able to save progress, navigate between any sections, and submit their application with all mandatory information provided.

Solution Alignment:

Considerations:

• Responsive Design: Ensure the form is accessible and usable across desktop, tablet, and mobile devices.
• Co-Applicant Support: Allow both Host and Co-Applicant (if applicable) to complete the form collaboratively and ensure both signatures are captured.
• Flexible Application Format: In the future, the plan is for the host onboarding experience for multiple organizations (SPY and beyond), where different organizations might want to modify the profile (application) questions needed.

Goals & Success:

Success is achieved if a host can successfully complete the intake profile (formerly application form) and edit it based on the instructions received from the coordinator.

Success Metrics:

• The number of completed Host applications vs started applications.
• Average time to complete each profile.
• The number of errors or incomplete submissions flagged by validation.
• Host satisfaction with the application process

Scope:

In scope:

• Complete the application form with all specified sections
• Autosave and navigation features
• PDF generation and download
• Edit functionality pre- and post-submission
• Basic dashboard for application status tracking

Out of scope:

• Advanced matching algorithms
• Integrated background check processing
• Host-youth communication platform

Key Features:

1. Sections: The Host application form should be broken down into distinct sections: (Personal Information, Behavioral questions, Household details, Employment History, Housing Information, and References.
2. Input Types: The form will include a variety of fields: text boxes for descriptive answers (personal and behavioral questions), document upload (housing insurance, assignment), yes/no options, multi-select checkboxes, rating scale, date fields, signature capture for the applicant and co-applicant.
3. Navigation: Hosts should be able to move freely between sections, save their progress, and exit the application while autosaving answers as they go.
4. Preview and Submission: A preview option before final submission allows Hosts to review all answers and make any final changes before locking the form and submitting it.
5. PDF Generation: Upon submission, a downloadable PDF version of the signed application is available for Hosts to save, print, or email.
6. Error Handling and Validation: Mandatory fields will be clearly marked, and users will receive real-time error notifications for any missing or incorrectly filled fields (e.g., invalid phone numbers, incomplete references).
7. Autosave Feature: The system will autosave the Host’s progress whenever they attempt to navigate away from the current page.
8. Editing: Applicants can edit the answers multiple times before completion and also edit the answers if requested by the coordinator after a profile (application) is submitted.
9. Buttons/CTA: A button to submit the final profile
10. Responsive Design: The application form should be accessible across desktop, tablet and mobile devices.

Acceptance Criteria:

• Once a host is logged in, they can start the profile from the dashboard page under the Profile section.
• On the first page of the profile, a host should be able to see hosting rules (Just like we see terms and conditions)
• The “Basic Information” section must allow the host to upload a profile picture.
• The Profile must have a progress bar to indicate how far they’ve come.
• The “Profile Sections” column should indicate and distinguish between the sections that are complete and incomplete.
• A host should be able to type/modify the answers to questions until the profile is submitted.
• The host should see an error if a question type is filled in correctly (Date, phone number, email and signature)
• The host should be able to fill the profile (formerly application form) in multiple sessions by saving the profile using the autosave functionality (The auto-saving functionality will add all the filled questions into the database for this particular guest)
• Given the Host is trying to close the tab, move to a different section of the profile or click any navigation item that would take them away from the current page they are on, they should see a pop up confirming if they want to leave and inform them that changes would be autosaved
• Host should be able to see pre-filled answers for any answers that were saved at any point.
• Host should see a (*) for mandatory questions and they should not be allowed to submit the profile if a mandatory question is not completed. They should see an error describing that a mandatory question is not completed and highlight the missing question (easier to identify) when they try to navigate away from a page
• Host should be able to see a preview of all answers before the final submission.
• If a host is logged in and has exited before submitting the profile, they should be able to continue the profile from the dashboard page under the application section and they should be redirected towards the first page that has an unfilled required field.
• Host should be able to self-sign the profile (formerly application form) at the end by either uploading the signature from the computer or entering the name at the end. See considerations here
• Host should have a submit profile (formerly application) button at the end of the application form which will lock the profile and send the profile for review to the coordinator.
• Host should have the ability to download or receive to email a PDF version of the signed profile on submission.
• Once the Host has completed the profile (formerly application form), they should see the profile status as Pending Review on the dashboard page.
• If a coordinator finds any question incomplete and requests more info (to be discussed):
• The host should see “Additional information needed” as status on the application tab of the dashboard and would receive an email from the coordinator on what needs to be edited
• Profile should be unlocked for the hosts to edit all fields
• Hosts should be required to sign the edited version of the profile before they click submit.
• Hosts should be able to navigate to any section of the profile (formerly application) without completing previous sections

Future Considerations:

• If the coordinator requires more information or edits after submission, the Host will receive a notification and have the opportunity to edit specific sections, resubmit, and re-sign the application.
• Background Check Integration: Include a section where hosts can provide consent for background checks and integrate with a background check service.
• Availability Calendar: Add a calendar tool where hosts can indicate their availability for hosting, including preferred duration and frequency.
• Skills and Resources Inventory: Include a section where hosts can list special skills, resources, or experiences that might be beneficial for youth (e.g., tutoring abilities, language skills, access to recreational facilities).
• Cultural Competency Assessment: Incorporate questions or scenarios to gauge the host's cultural competency and experience with diverse populations.
• Training Module Integration: Add a section that tracks any required training modules completed by the host, with links to outstanding training requirements.
• Host Preferences: Allow hosts to indicate preferences for youth characteristics (age range, gender, etc.) to assist in matching.
• Emergency Contact Information: Include a dedicated section for emergency contacts.
• Mentor/Support Network: Add a field for hosts to list any mentors or support network they have for their hosting journey.
• Photo Gallery: Allow hosts to upload photos of their living space to give youth a visual preview of the potential living arrangement.
• Accessibility Features: Include questions about the accessibility of the home for youth with disabilities.
• Transportation Options: Add a section detailing available transportation options near the host's home.
• Community Resources: Allow hosts to list nearby community resources that might benefit youth (libraries, job centers, recreational facilities, etc.).
• Host Family Bio: Include a section where hosts can write a brief bio or welcome message for potential youth matches.
• Previous Hosting Experience: Add questions about any previous hosting or mentoring experience.
• Status tracking dashboard for placement services
• Feedback Mechanism: Implement a system for hosts to provide feedback on the application process itself.