Overview
Managing paperwork for new hires can be time-consuming. HR teams often need to collect important information such as personal details, job related data, and emergency contacts. Manually tracking and managing this data not only takes up time but also increases the likelihood of mistakes.
The HR Forms function enables your HR department to collect all the needed information from a new hire automatically and directly through the app. Users (new hires) will see the questions on the dashboard on their devices. After they answer the questions, their answers can be found in Reporting, under the ‘HR Forms reporting option’.
Steps to create HR Forms
→ Create a template
In User Management, click on Manage Forms.
Click on 'Create Form' to start creating an HR Form template.
Type the name of your new template in the text field next to 'Title'. Give it a clear name so it will be easy to find in the future.
→ Compose & add questions
In this template you can either:
Compose your own questions: This option allows you to create custom questions tailored to your specific needs.
Predefined questions: These are ready-made questions grouped into categories like personal information, job details, or emergency contacts.
Compose questions
To compose your own questions, click on the 'Add Element' button. You can choose from different question types and create custom questions that fit your needs.
Predefined Questions
To use the predefined questions, simply click on the 'import question' button. The predefined questions are categorised under personal information, job information, emergency contact information and other categories.
→ Grouping questions (Optional)
For a more organized layout, you can group related questions (e.g., first name, middle name, last name) by dragging and dropping them into clusters. Grouped questions will be displayed together both in the editor and on the user’s dashboard.
→ Autosave template
Your template continuously autosaves so after you finished adding questions, your template is ready to use. Your templates will be shown here:
→ Email notification for completed form submissions
When a user completes a form, the creator automatically receives an email notification. This ensures that the form creator is promptly informed of the submission.
→ Add recipients for form completion email notifications
Additional email recipients can be added under Recipients.
HR Forms from the new hire's perspective
→ Dashboard Visibility
Upon logging in, the new hire will see a prompt 'Complete the requested information' at the top of their dashboard.
→ Filling out the Form
By clicking the arrow, the form will open, and the new hire can begin answering the questions one at a time.
→ Grouped Questions
Grouped questions will appear on one page and look like the image above.
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