Creating Custom Employee Forms

Introduction

Please note that the features described below are only available to our HR Plus customers. If you would like to learn more about HR Plus, please speak with your Customer Success Manager.

With HR Plus, you can upload your own employment forms and add custom fields to be filled out by a new employee or company representative. These forms can be added to their new employee onboarding and completed digitally in the platform. 

This article will explain how to set up and upload employee forms in the HR Settings and explain the different configurations available. This article will also show the employee experience using the custom forms. 

How to Set up Employee Forms

NOTE: only a user with administrative access to the Human Resource module will be able to set up employee forms.

Set Up Form

1.  Navigate to the Administration Workspace > HR Settings > Forms & Information. There are two employment form categories you can setup in the HR Settings:
   • Employment Contingency Forms are forms that require completion at the time of offer acceptance (during the Add Employee workflow).
   • Employee Forms are forms that should be available to your employees at any time or should be completed as part of their onboarding. These can be accessed in the My Available Workflows panel or as part of New Employee Setup.
2. On the left panel select which type of form you wish to add and click Add Document.
3. Click Choose a file and upload a PDF of the form from your computer. 
4. Enter the Form Title, Workflow Name, and any instructions to give to the employee. 
   NOTE: The Workflow Name is only for the Employee Forms as they can be accessed from the available workflows page. 
   
5. Fill out the remaining details on the form. If you wish to include any related documents, click Document Options to upload them from your computer. Pick which Data Room Folder to save the form. Check for which employee group the form applies. Select if this form should be part of a new employee's setup, and if employees can fill out the form multiple times. Add any company representatives that will review and/or complete the form.
   

Define Form Fields 

1. Once uploaded, you can now add custom fields to your form. On the left of the page is a PDF preview of your form. On the right are the fields added to your form.
   
2. Click Add New Field. You can select between single or multiple lines of text, number, date, social security number, checkboxes and multiple-choice questions, or a signature block.
   
3. Click and drag the area on your form where this field should appear. A box will appear on the form that can be moved or resized as needed.
   
4. Fill out the details of the field. Each field type will have varying details. If there is any missing information, the field will be highlighted in red on the side panel. When naming your fields, you will want to be explicit about the information you need from your employee. Note that the field names entered here will not be visible to the employee.
   
5. Continue to add fields as necessary. The fields you have added will be listed on the right-hand side of the page and will be numbered in the order added. Click the arrow to the left of the field name to expand or collapse the field details. To reorder the added fields, click the up or down arrows on the right. Click the X to delete the field. 
   
6. Once all fields have been added and are in the correct place on your form, click Continue. The form will be saved and listed as Active in the Forms & Information section. Here you can see a summary of your forms, mark them as active or inactive, or make changes. 
   
7. Clicking on the three-bar menu will give you additional options for the forms. From here you can edit or delete the form, download the original form, or view the revision history.
   

Best Practices

• Be as clear as possible when naming the form fields, and make sure that no two fields have the same name. 
• Check that your field labels are not hidden when drawing fields on your uploaded form, otherwise your employees will not know what information to input into the required fields.
• If a social security number is required, make sure to use the SSN field and not the Single Line Text or Number fields. 

The Employee's Experience with Employee Forms

Once you have set up your desired Employee Forms, your employee will be able to fill out these forms in the platform. Depending on how you have configured the forms, the employee will be able to fill out the same form multiple times or only once. These same configurations will dictate whether the employee fills them out via their My Available Workflows panel, or as part of their New Employee Setup workflow, which follows completion of the Add Employee workflow.

If a form can be filled out multiple times by an employee, they can access the form from their My Available Workflows page. In the example below, the custom form is named Employee Information. 

Clicking the link will bring the employee to a workflow to fill out the custom form. Once completed, their results are saved into the Data Room in the folder specified in the settings. The employee can also view the form in the Employment folder in their My Documents page. 

If the form has a company representative set, they will receive a notification once the form has been filled out. The form can be downloaded, or a summary of the answers can be viewed by clicking the arrow to the left of the report name. Note that the answers are in the same order as set in the Define Form Fields step. The company representative can accept the form, or can enter a reason and reject the form. 

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Screenshots are for illustrative purposes only.

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