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Create a Form Template

This feature is available for users who have enabled Workforce HR.

What's covered in this guide?

Add Form Templates

To get started, navigate to HR > Forms > Form Templates. Then, click the + Create New Form Template button:

Next, add the following details to your Form:

  • Name - Staff will be able to see this when completing a form

  • Category - The reason for the form. Common examples are outlined here.

  • Active - Controls if users can access and complete this form. Uncheck if users should not have access yet.

  • Available to be assigned when onboarding an employee - Makes the form available to send during onboarding.

  • Can employees access this form? - Scopes the form to either All Employees or Custom. Selecting Custom will make the form accessible to specific users via position titles and/ or team.

    • “And” will require the user to be in the selected position AND the team whereas using.

    • “Or” will only require them to be in either the Position OR the Team.

  • Description - information about what the form (including when to submit)

  • Notifications - Specify the Positions which should receive a notification when the forms are submitted

Add sections

Once you've created the Form, group similar suggestions together by creating sections. Use the + Add Section button to create one.

💡Tip: Sections can be dragged into a different order through the ≡ button.

Add Questions

Once you've added sections, questions can be added to the forms. Items are the individual tasks that employees will complete in the form.

To create a new question, click the + Add Question button under the relevant section.

When creating a question, you'll need to include the following details:

  • Name - The question name

  • Type - Specify how staff will answer the question

  • Required - Specify if the employee can skip the question

  • Add a file - Provides the user a file to access as part of the question

  • Description - Text displayed as a tooltip to the employee. Provides additional information as to how to answer the question.

Schedule when to send

You can schedule a form to be sent to staff automatically, either once or on a repeating schedule.

  1. Open the template and select the When to send tab.

  2. Click + When to send.

  3. Under How often should this be sent?, choose one of these options:

    • Once off: sent once, on the Send date.

    • Monthly: sent on the Send date, then repeated every set number of months.

    • Weekly: sent on the Send date, then repeated every set number of weeks.

    • Days after employee start date: sent a set number of days after each employee's start date.

    • After a number of worked shifts: sent once an employee has worked a set number of shifts.

    • Offboarding: sent when an employee is given an employment end date.

  4. If you chose Once off, Monthly or Weekly, enter the Send date. This is the first time it will be sent, and it must be a future date.

  5. Under Recipients, choose who receives it:

    • All employees

    • Selected positions

    • Selected teams/locations

    • Advanced selections: staff who are in both a selected team/location and a selected position.

  6. Optionally, tick Number of days before send date(s) to notify employee and enter a number of days. The [form / performance review / training] is then created, and the employee notified, that many days before the send date. This option isn't available for After a number of worked shifts. For Days after employee start date, the notice can't be earlier than the employee's start date.

  7. Click Create.

Scheduled sends are listed on the When to send tab, showing the frequency, next send date and recipients. You can edit or delete a schedule from this list. Deleting a schedule can't be undone.

Question types

When creating questions, the response fields employees use can be configured to:

  • Short Text - Basic text input

  • Number - Basic number input

  • Currency - Number input preceded by a ($) sign

  • Multiple Choice - Allows the selection of a predefined number of options

  • Checkbox - A single yes/no checkbox

  • Long Text - A larger text input for long-form responses

  • Date - A date selector field

  • Time - A time field

  • Date Time - Date & Time in a single field

  • Rating - Allows a simple 1-5 rating

  • Number Slider - Lets staff enter a value along a number slider

  • Signature - Adds a sign here field to the form

  • File Upload - Allows the user to upload a .pdf or .jpg file

  • Photo Upload - Requires the user to take a photo

FAQs

Is it possible for a manager to sign a form?

Yes, you can get a manager's signature in the form by adding a signature type question, then selecting this option in the advanced answering options

Enable Workforce HR

🚀 What's Next?

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