This feature is available for accounts with Workforce HR enabled.
What's covered in this guide?:
What are Forms?
Forms let you collect information, feedback and requests from employees without paper. You build a form template once, and employees complete it whenever they need to.
When a form is submitted, the Positions you choose are notified automatically.
Each question can use one of these response types:
Short text and long text
Number, currency and number slider
Multiple choice and single checkbox
Date, time, or date and time
1–5 rating
Signature (from the employee, or from a manager)
File upload (.pdf or .jpg) and photo capture
How are Forms structured?
Every form is built from three levels:
Form: the template itself. It has a name, a category, a description, access settings and notification settings.
Section: a group of related questions. You can drag sections to reorder them.
Question: a single item the employee answers. Each question has its own response type and can be required or optional.
Who can complete a Form?
When you create a template, you choose who can access it:
All Employees, or
Custom, which limits the form to specific Positions and/or Teams. Use "And" to require both, or "Or" to require either.
Forms can also be made available to send to new starters during onboarding.
How do I access Forms?
Go to HR > Forms in your Workforce account. Templates are managed under HR > Forms > Form Templates.
When should I use Forms?
Forms work for almost any process that used to run on paper. Customers commonly use them for:
Employee surveys
Incident reports
Uniform orders
Reimbursement requests
Mileage claims
Forms Report
To review submitted forms, go to Reports > All Reports > HR > Forms Report.
Forms Report: a count of forms, useful for tracking how many have been completed.
Form Response Report: the full details of each form response, useful for reviewing what employees actually submitted.
FAQs
Where do I find Forms?
Where do I find Forms?
Go to HR > Forms. You'll see three tabs:
Form Templates: create and manage forms.
All Forms: every form submitted or assigned in your account.
My Forms: forms you need to fill in.
Why can't I see Forms?
Why can't I see Forms?
Forms are part of Workforce.com HR, which is a paid plan. If your account has HR and you still can't see Forms, your role may not include access. Ask an admin to check your permissions.
What's the difference between My Forms and All Forms?
What's the difference between My Forms and All Forms?
My Forms lists the forms you need to complete. All Forms is the full history of forms you have access to, with a column showing who each one belongs to.
Can employees fill in forms on a computer, or only in the app?
Can employees fill in forms on a computer, or only in the app?
Both. On a computer, go to HR > HR Hub > Available Forms and click Start, or open the form from My Forms. In the mobile app, go to Forms.
What's the difference between forms, documents, surveys, checklists, training and performance reviews?
What's the difference between forms, documents, surveys, checklists, training and performance reviews?
Feature | Use it to… |
Forms | Collect information: questions, signatures, uploads, with optional approvals |
Documents | Share a PDF (up to 15MB) for staff to read and acknowledge or sign |
Surveys | Collect feedback, such as pulse or exit surveys. Surveys can be scheduled or repeat, and have no approval step |
Checklists | Give a team or location a shared task list with task, photo, temperature and scale items |
Training | Deliver learning content and track completion and scores |
Performance reviews | Run reviews from HR → Performance Reviews, which has its own templates |
Can I move a template between Performance Reviews and Forms?
Can I move a template between Performance Reviews and Forms?
No. You'll need to recreate it in the other area.
Who can see a submitted form?
Who can see a submitted form?
The employee, unless the form is hidden from them.
Anyone who has to answer a question on it.
Managers, for staff in the teams they manage.
Admins, payroll officers and General Managers, who can see everyone's forms.
Why do deactivated employees still appear in All Forms?
Why do deactivated employees still appear in All Forms?
All Forms is a complete history, so past employees' forms stay there.
What do the form statuses mean?
What do the form statuses mean?
Status | Meaning |
Assigned / In progress | Not submitted yet |
Submitted | Complete, and no approval was needed |
Pending approval | Waiting on an approver |
Approved / Declined | The approver has made a decision |
Pending export / Exported | Shown on forms with questions linked to payroll |
Can I send a form to someone who isn't an employee, such as a referee?
Can I send a form to someone who isn't an employee, such as a referee?
No. HR forms can only go to employees. For candidates, use forms in Hire.