Employee Forms allow Admins to create customised forms that can be shared with employees based on specific access settings. You can use them to collect information during the onboarding process, gather employee details, or manage requests such as Flexible Working Arrangements.
This article contains:
1. Creating a New Form
Follow the steps below to create a new Employee Form.
From the left-side navigation menu, go to Employees > Forms.
Click + New Form.
You will be directed to the Form Settings page.
Form Settings
Configure the following settings before creating your form:
a. Assign Company
Choose whether the form applies to a specific company or all companies.
Admins with Form Permission for the assigned company can manage the form with you.
b. Who can fill up the form
Choose who can access and submit the form:
All employees with the link – All employees with access to the link can fill up the form.
Restricted employees only – Only employees who meet the selected restrictions can fill up the form.
Anyone with the link – Anyone with the link can fill up the form.
If you select Restricted employees only, you will need to set at least one restriction.
To add a restriction:
Click + Restriction.
Select the filter you want to use:
Company, Department, Position, Employee, Employee Group, and Employee Tag
Select the relevant option for the chosen filter.
If you need to add another restriction, click + Restriction and repeat the steps above.
c. Form Settings
Select Allow multiple submissions if you want the same submitter to be able to submit the form more than once.
Once all settings have been configured, click Create.
You will then be directed to the Form Template page, where you can build the form.
2. Customising the Form
The Form Template page allows you to customise the content and structure of your Employee Form.
a. Form Name
Enter the name of your form.
b. Description
Enter a brief description to explain the purpose of the form and provide any relevant instructions to the submitter.
c. Header Name
Enter the name of the header for the form section.
d. Section Settings
Click the wrench icon to configure the section settings.
You can configure the following options:
For Admin
Choose whether Admins can edit the section after the form has been submitted.
For Submitters
Choose whether submitters can view and fill up the section.
e. Section Actions
Click the three-dot icon to manage the section.
You can:
Reorder Section – Drag and drop the section to change its position.
Duplicate Section – Create a copy of the selected section.
Delete Section – Remove the selected section from the form.
3. Adding Form Elements
You can add different types of elements to customise your form. The available elements are divided into Custom and System.
Custom
Custom elements allow you to create your own form content such as (a) Display, (b) Inputs, and (c) Choices
System
System elements allow you to collect or display information based on data already available in the system.
a. Country
Choose the relevant country, such as Singapore or Malaysia.
b. System Selections
Select Company
Select Employee(s)
c. Employment Details
Choose from the available employment-related information stored in the system.
d. Personal Details
Choose from the available personal information stored in the system.
Once you have completed the form, click Finish Up.
You will then be directed to the Form Details page.
4. Form Details
You can access the Form Details page by going to Employees > Forms, clicking the three-dot icon for the relevant form, and selecting View Details.
The Form Details page provides an overview of the form and its submissions.
a. Submission Period
Set the period during which the form can be submitted.
Select the:
Open Date and Open Time
Close Date and Close Time, if applicable
b. Preview Form
Click Preview Form to view how the form will appear to submitters.
c. Settings
Click Settings to return to the Form Settings page.
d. Form Actions
Click the three-dot icon to access the available actions:
Edit – Make changes to the form.
Duplicate – Create a copy of the form.
Delete – Delete the form.
e. Form Submission
View all submissions received for the form, including the forms submitted by employees or other eligible submitters.
5. Viewing Employee Forms
To view all Employee Forms, go to Employees > Forms.
The Forms page provides an overview of the forms that have been created.
a. + New Form
Click + New Form to create a new Employee Form.
b. Search
Click the magnifier icon to search for a specific form.
c. Status Filter
Use the Active dropdown to filter between active and archived forms.
d. Name
Displays the name of the form.
e. Description
Displays the description of the form and its purpose.
f. Open to Submit?
Shows whether the form is currently open for submission.
If the form is open, the closing date and time will also be displayed.
g. Who Can Fill Up the Form
Shows who is allowed to access and submit the form based on the form's access settings.
h. Submitted Form
Shows the number of submissions received for the form.
i. Last Updated
Shows the Admin who last updated the form and the latest update date.
j. Actions
Click the three-dot icon to access the available actions.
i. Form Settings
Return to the Form Settings page to manage the form's access and submission settings.
ii. View Details
Open the Form Details page to view the submission period, preview the form, and review submissions.
iii. Edit Form
Make changes to the existing form, including its sections and form elements.
iv. Duplicate Form
Create a copy of an existing form. This is useful when you need to create another form with similar content. Instead of creating a new form from scratch, you can duplicate the existing form and make the necessary changes.
v. Delete
Delete the form permanently.
Note: Deleting a form cannot be undone. Make sure you no longer need the form before deleting it.
6. Accessing and Submitting a Form
Who can access and submit an Employee Form depends on the company assignment and Who can fill up the form settings configured by the Admin.
Once the form is open for submission, eligible employees or individuals with the form link can access and complete the form according to these settings.
With Employee Forms, you can easily collect the information you need while keeping your HR processes organised. Happy form building! 🎉
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