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.
Open the template and select the When to send tab.
Click + When to send.
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.
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.
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.
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.
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?
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
How do I create a form?
How do I create a form?
Go to HR → Forms → Form Templates and click Create new Form Template.
Enter a name and category, and tick Active.
Choose who can access the form. The options are listed in the next question.
Add a description and set up notifications.
Click Save, then add sections and questions.
What are the access options?
What are the access options?
No employees (the default)
All employees
Selected positions
Selected teams/locations
Advanced selections: a combination of a position and a team, for example "All Bartenders in Tasmania"
If you add more than one group, anyone in any of those groups can access the form.
What question types are available?
What question types are available?
Text: Short Text, Long Text
Dates and times: Date, Time, Date Time
Numbers: Number, Currency, Number Slider, Rating
Choices: Multiple Choice (one answer), Checkboxes (several answers), Checkbox (a single tick)
Signatures and uploads: Signature, Photo Upload, File Upload, Video Upload
Can I add a table, or an "Other" option to multiple choice?
Can I add a table, or an "Other" option to multiple choice?
No. Neither is available. For "Other", add a Short Text question straight after the multiple choice question.
What files can people upload?
What files can people upload?
File Upload accepts JPG, PNG, PDF, DOC, DOCX, TXT and Outlook (.msg) files, up to 15MB. Photo Upload opens the camera on phones.
How do I make a form signable?
How do I make a form signable?
Add a Signature question and tick Required. You can add as many signature questions as you need.
How do I get a manager to answer or sign part of a form?
How do I get a manager to answer or sign part of a form?
On the question, open Advanced Answering Options → Who should answer this question? and choose one of these:
The assigned employee
A manager of the assigned employee
Specific people
Other positions or teams
This works for any question type, including signatures.
Can I add conditional logic?
Can I add conditional logic?
Yes. Click Add follow-up question on a question, then set the answer that should show the follow-up.
This works on most question types, but not on signatures or uploads.
A follow-up question can't have its own follow-up.
Can I add a required question that can be skipped?
Can I add a required question that can be skipped?
Untick Required and people can skip the question.
Can I use merge fields?
Can I use merge fields?
No. Merge fields only work in contracts.
Can sections be scored or averaged?
Can sections be scored or averaged?
No. Scoring is only available in performance reviews.
Can I build a form from an existing document?
Can I build a form from an existing document?
Yes. When creating the template, upload a PDF or DOCX and AI will build the questions for you. You can also use Extract from document on a single section. Excel files aren't supported.
How do I get notified when a form is submitted?
How do I get notified when a form is submitted?
In the template's Notifications, choose Position Titles. People with those titles in the employee's reporting line are emailed when the form is submitted. You can also notify a set number of levels up the org chart.
How do I set up approvals?
How do I set up approvals?
Open the template and go to the Approval Processes tab.
Choose Add Approval Process or Add Multi-Stage Approval Process.
Set When submitted by and Requires approval from.
Things to know:
The template must be Active.
Approvers can be teams, position titles, combinations of those, all employees, or specific people.
In a single-stage process, one approver decides.
In a multi-stage process, everyone in a stage must approve before the next stage is notified.
Can forms be sent automatically on a schedule?
Can forms be sent automatically on a schedule?
Yes. Use the template's When to send tab. The options are:
a set date
every few weeks or months (choose every 12 months for once a year)
a number of days after the employment start date
after a number of shifts worked
at offboarding
You can also email a notice a set number of days before a form is sent.
Can a form be sent automatically after sick leave?
Can a form be sent automatically after sick leave?
No. Assign it manually, or make it available for self-service.
Can one form trigger another when it's approved?
Can one form trigger another when it's approved?
No.
How do I include a form in onboarding?
How do I include a form in onboarding?
Tick Available to be assigned when onboarding an employee, then select the form under HR forms when you send the onboarding invite. Forms linked to the employee's position are selected for you.
How do I preview a form as an employee will see it?
How do I preview a form as an employee will see it?
Assign it to a test employee, then use See Workforce as… → Impersonate. You can also test on the Staging site, which resets daily.