This feature is available for users who have enabled Workforce HR.
What's covered in this guide?
Who can complete forms
Staff can complete forms in two ways:
Assigned forms: a manager or admin assigns the form from Form Templates using the Assign button. Managers can assign forms to the staff they manage, and admins can assign forms to anyone. The form appears in the employee's forms list with an Assigned status.
Self-service forms: staff can start a form themselves, without being assigned, if the form template's Employee Self Service setting includes them. This can be:
All employees
Selected positions
Selected teams/locations
Advanced selections (staff who are in both a selected team/location and a selected position)
Self-service forms appear when staff select New Form. If the setting is No employees, staff can only complete the form once it's assigned to them.
📝 Important to note: A form won't appear under New Form if the template is inactive or has Hide from assignee (disables Employee Self-Service) ticked.
Access forms
Staff can access their forms on the web or in the Workforce mobile app.
On the web:
Go to HR → Forms, then select My Forms from the left-hand menu. This lists the forms you need to complete.
Click Complete next to a form to open it.
To start a new form, click New Form, choose the form, then click Start.
In the app:
Go to Home → Forms to see your forms.
To start a new form, tap + New Form and choose the form you want to fill out.
Complete questions
When you open a form, answer each question. Questions marked with an asterisk (*) are required. Your answers save automatically as you go.
Forms can include these field types:
Short Text: enter a short text response.
Long Text: enter a longer, multi-line response.
Multiple Choice: select from a set of options (some questions allow more than one answer).
Checkbox: a single yes/no checkbox.
Date: date only.
Time: time only.
Date & Time: date and time together.
Number: enter a number.
Currency: enter an amount of money.
Rating: a star rating (10 stars unless the form sets a different maximum).
Number Slider: choose a value within a set range.
Signature: draw your signature.
File Upload: upload a file (JPG, PNG, PDF, Word documents, plain text files or Outlook emails, up to 15 MB).
Photo Upload: take a photo or upload an image (up to 15 MB).
Video Upload: record or upload a video (MP4, WebM, MKV or MOV).
Longer forms are split into sections. Use Next and Previous to move between them.
When you've finished, check that you've answered every required question, then click Submit on the last section. If any required questions are unanswered, you'll see an alert and need to answer them before you can submit.
Form statuses
Each form shows a status so you can see where it's up to:
Assigned: the form has been assigned to you but not opened yet.
Started / In Progress: you've started filling out the form but haven't submitted it.
Pending Approval: submitted and waiting for a manager to review it.
Submitted / Approved / Declined: the form is finalised.
You can go back into any form that is Assigned, Started or In Progress to keep filling it out. Once a form is submitted, it's read-only and can't be edited.
Screenshots: your screenshots were taken as an admin, so they include All Forms, Form Templates, the two reports, and delete buttons. Staff don't see those, so screenshots taken as a regular staff member would be better for the article.
Self-service groups: the Employee Self Service section only shows in the pop-up when a template is first created. Groups for an existing template are changed from a separate screen, which I haven't traced in the UI. If you want the article to explain how to set this up on an existing template, it's worth checking where that lives.
The options in your screenshot come from the shared group selector. For form templates it doesn't offer "Specific people", so my earlier wording ("or individual people") was wrong. Self-service can't target individual staff. What each option does:
No employees: the default. Self-service is off, so staff can only complete the form if it's assigned to them.
All employees: everyone can start the form.
Selected positions: staff in the chosen position titles.
Selected teams/locations: staff in the chosen teams or locations.
Advanced selections: staff who match both a chosen team/location and a chosen position.
Here's the corrected "Who can complete forms" section:
Who can complete forms
Staff can complete forms in two ways:
Assigned forms: a manager or admin assigns a form to them from Form Templates using the Assign button. The form appears in their forms list with an Assigned status.
Self-service forms: staff can start a form themselves, without being assigned, if they're included in the form template's Employee Self Service setting. This can be:
All employees
Selected positions
Selected teams/locations
Advanced selections: staff who are in both a selected team/location and a selected position.
If the setting is No employees, staff can only complete the form when it's assigned to them. Self-service forms appear when staff select + New Form.
A form won't be available through + New Form if the template is inactive or has Hide from assignee (disables Employee Self-Service) ticked.
FAQs
How do I fill in a form?
How do I fill in a form?
On a computer: go to HR → HR Hub → Available Forms → Start, or open the form from My Forms.
In the app: go to Forms.
Why can't I see a form that was assigned to me?
Why can't I see a form that was assigned to me?
The form may only contain questions for your manager or someone else to answer. Ask your manager to check the form's settings.
Do my answers save?
Do my answers save?
Yes. Answers save as you go. If you leave a form before finishing, it shows as Started and you can come back to it.
Why can't I submit?
Why can't I submit?
Every question marked * must be answered first, including any required tick boxes.
Can I change a form after I've submitted it?
Can I change a form after I've submitted it?
No. Submitted forms can't be edited. If a form is declined, submit a new one.
I started a form by mistake. Can it be deleted?
I started a form by mistake. Can it be deleted?
Yes, an admin can delete it. See "How do I remove a form?" in the Assign and Manage Forms guide.
How do I approve a form?
How do I approve a form?
If you're an approver, you'll receive an email. Open the form and approve or decline it.
How do I download or print a completed form?
How do I download or print a completed form?
Open the form and click Download PDF.