Overview
Employee Forms offer a self-service channel that lets staff initiate requests and submit information directly, reducing manual task assignments and administrative overhead.
Employee Form Templates offer a standardised way to collect essential employee information that isn't covered by standard HR fields. By setting up these structured templates, organisations can ensure compliance with required fields and streamline processes.
Permissions
Users will need the permission Manage Form Templates assigned at global level.
Employee Forms Example
The Employee Forms can be completely customised according to the data you need to capture. Below is an example demonstrating the data that can be captured.
Form Template Name |
Description |
Fields / Details |
|---|---|---|
| Workplace Incident & Injury Report | Documents workplace accidents, near-misses, physical injuries, or hazard conditions. |
1. Incident Type (Dropdown, Required) 2. Date & Time of Incident (Date & Time, Required) 3. Location of Incident (Short Text, Required) 4. Description of Incident (Paragraph / Long Text, Required) 5. First Aid / Medical Treatment Required (Paragraph / Long Text, Optional) |
Creating Employee Form Templates
- Go to Settings > Form Templates and click + Create Template.
- Complete the Template details:
- Template name *
- Description
- Additional setting "Only one entry per subject is allowed" - Limits the employee to only one submission of this form. They cannot have multiple copies of it.
- Click + Add Field to add more details to the form:
- Field label *
- Field description
- Type *
- Mark field as required - Makes the form field mandatory for employee submission.
- Repeat Step 3 to add as many fields as needed.
- Click Create Template.
Fields marked with an asterisk (*) are mandatory.
What are the Different Field Types?
Checkbox: A binary field that allows users to select a simple "Yes" or "No" (or True/False) state.
Date: A field designed specifically to capture a calendar date (day, month, and year) via a calendar picker, ensuring consistent formatting.
Date & time: A combined field that requires the user to select both a specific calendar date and an exact time on that day.
Documents: A file upload field that allows users to attach external files from their computer or device to the form submission.
Drop-down (multi-select): A menu displaying a predefined list of options where the user can select more than one choice simultaneously. The user will define the list of options when creating the template.
Drop-down (single select): A menu displaying a predefined list of options where the user is restricted to choosing only one answer. The user will define the list of options when creating the template.
Number: A data-entry field restricted strictly to numeric characters.
Text: A field for free-form typing that accepts letters, numbers, and symbols.
Time: A field designed solely to capture a specific time of day (hours and minutes) independently of a calendar date.
The Duplicate function saves time by instantly cloning complex form templates. Create department-specific versions while preserving consistency, or use duplicates to test updates without disrupting active employee submissions.
Editing Employee Form Templates
- Go to Settings > Form Templates.
- Search for the template to be amended. Click on the 3-dot menu > Edit.
- Make the needed changes.
- Click Save.
Templates that have forms submitted cannot be edited. When this is the case, the edit button will be greyed out.
Deleting Employee Form Templates
- Go to Settings > Form Templates.
- Search for the template to be amended. Click on the 3-dot menu > Delete.
- Click Delete to confirm.
Templates that have forms submitted cannot be deleted. When this is the case, the delete button will be greyed out.
What if an Employee Form is no longer needed?
When an Employee Form Template is no longer going to be issued to employees, the form can be archived. The steps to follow are:
- Go to Settings > Form Templates.
- Search for the template to be amended. Click on the 3-dot menu > Archive.
- Click Yes to confirm.
Archived forms can be unarchived using the following steps:
- Go to Settings > Form Templates.
- Search for the template to be amended. You may need to apply a filter to see only the archived templates.
- Click on the 3-dot menu > Unarchive.
- Click Yes to confirm.