What's covered in this guide?
Assign a Form
Go to HR > Forms > Form Templates. Find the template you want to send and click Assign next to it.
In the window that opens, choose who should get the form. You can tick one or more of these:
Everyone in selected teams: everyone in the teams or locations you pick
Everyone with selected position titles: everyone with the position titles you pick
Specific employees: the people you pick by name
As you choose, the window shows how many employees will be assigned the form. Click Assign to send it. Each employee gets a notification that they have a form to complete.
Note: The Assign button only appears if the template is Active and has at least one question. You can only assign forms to employees you manage.
Schedule Forms to Send Automatically
To send a form on a regular schedule, or at a set point in an employee's time with your business, open the template and go to the When to send tab. Click + when to send.
Fill in these fields:
Send date: the first date the form will be sent.
How often should this be sent?
Once off
Weekly or Monthly: choose how often it repeats
Days after employee start date: for example, a 30-day check-in
After a number of worked shifts
Offboarding: sent when an employee is given an end date
Recipients: choose All employees, Selected positions, Selected teams/locations or Advanced selections.
Number of days before send date(s) to notify employee (optional): gives employees a heads-up before the form arrives.
Click save. The schedule then appears in the table with its Next send date. Only active templates are sent.
Assign Forms During Onboarding
You can also assign forms when you invite or onboard a new employee. Use the Forms field on the onboarding screen to choose the forms they should complete.
Only templates with Available to be assigned when onboarding an employee ticked appear in this list. You can tick it in the template's settings.
Tip: If you add HR Forms to a position, they're filled in automatically when you onboard someone into that position.
Track Assigned Forms
Go to HR > Forms > All Forms to see every form for your team.
You can filter by:
Employee
Template
Status
Start Date / End Date (the date the form was submitted)
You can sort by assigned date, submitted date, name and more.
Form statuses
Status | What it means |
Assigned | The form has been sent but not started |
In Progress | The employee has started filling it in |
Submitted | The form is complete |
Pending Approval | The form is waiting for an approver |
Approved | An approver has approved the form |
Declined | An approver has declined the form |
Actions
Complete: fill in a form, or the parts of it assigned to you.
View: open a submitted form. From here you can Download PDF or add attachments in the Notes & Files tab.
Delete (bin icon): removes the form. This can't be undone.
You can also see a single employee's forms on their profile, under HR > Forms.
Reports: For an overview, use Forms Report (a count of forms by status) or Form Response Report (the answers given). Both are in the Forms menu.
Review and Approve Submissions
If a template has an approval process, forms submitted by the employees it covers go to Pending Approval instead of Submitted. Set this up in the template's Approval Processes tab.
Approvers get a notification. They can also find the form under Forms awaiting approval on their dashboard or HR Hub.
To review a form:
Open the form and click Review Form Submission.
Choose Approve or Decline, and add Comments if you like.
Click Submit Review.
The employee is notified of the outcome. The approver's name, the date and any comments are saved on the form.
How Employees Complete Forms
Employees see their assigned forms in a few places:
Notification: an email or push notification when a form is assigned
Web: HR > Forms > My Forms, where they click Complete
Mobile app: the HR Forms widget on the home screen
Each section of the form is its own page, and employees use Next to move between them. Answers save automatically, so employees can leave and come back to finish later. Once every required question is answered, they click Submit.
Note: My Forms only lists forms that still need completing. Employees can see forms they've already submitted on their profile.
If a template has Employee Self Service turned on, employees can also start that form themselves at any time. They click New Form in My Forms, or use HR Hub > Available Forms.
Permissions
These permissions are set in the role settings:
Permission | What it allows |
Assign HR Template to Managed User | Assign forms to the employees you manage |
Read Managed User's HR Template Submissions | View your team's forms and the form reports |
Edit Managed User's HR Template Submissions | Fill in forms on behalf of your team |
Delete Managed User's HR Template Submissions | Delete your team's forms |
By default, managers can assign forms and view their team's forms.
FAQs
How do I assign a form?
How do I assign a form?
Go to Form Templates and click Assign next to the form.
Choose teams, position titles or specific employees. You can combine them.
You can only assign forms to employees you manage. Assigning the same form twice creates two copies.
Can managers assign forms from the mobile app?
Can managers assign forms from the mobile app?
No. Forms can only be assigned on the web.
Do employees get notified when a form is assigned?
Do employees get notified when a form is assigned?
Yes. Employees get an email and an in-app notification if the form has questions for them to answer. Managers are emailed if the form has questions for them. Making a form available for self-service doesn't send any notification.
How do I unassign a form, or undo sending it to the wrong people?
How do I unassign a form, or undo sending it to the wrong people?
There's no unassign option. Delete each form from All Forms using the delete option on its row.
By default, only admins can delete forms.
There's no bulk delete.
Deleted forms can't be restored from Workforce.com. Contact Support.
Can I send reminders?
Can I send reminders?
There's no reminder for incomplete forms. You can track outstanding forms in the HR Dashboard Tasks & Actions widget, or send an Announcement.
Can a form be required before someone can work, or block clock-in?
Can a form be required before someone can work, or block clock-in?
No. Clock-in blocking only covers documents.
How do I let managers create or assign forms?
How do I let managers create or assign forms?
Managers can assign forms by default.
To let them create or edit templates, turn on the HR Templates permissions for their role.
Viewing and deleting submissions is controlled by the Managed User's HR Template Submissions permissions.
How do I report on forms?
How do I report on forms?
Use the Form Response Report to see answers, or the Forms Report to see counts. You can filter by template, employee, position, location, Default Payroll Team and date, and export to CSV.