The Forms module is organised into several tabs to help you manage your forms efficiently. Here's what each tab does:

• Company Forms: View and manage all published and draft forms in your organisation. This is where you'll create new forms and access existing ones.
• Templates: Access pre-created form templates or create your own reusable templates for common form types.
• Approvals: Review and action all form submissions that require your approval. This tab displays historical submissions you've approved, declined, or that are still pending your action. 
• My Submissions: View all forms you've personally submitted, including their current approval status.
• Drafts: Access forms that are saved but not yet published. These can still be edited before publishing.
• Completed Forms: View all forms that have been closed and are no longer accepting submissions.
• Archived: Access closed forms that have existing responses. Archived forms cannot be deleted but can still be viewed for record-keeping.

Forms have two distinct concepts that control visibility and action:

• Publish = Availability: Publishing a form controls who can find and access the form in the Company Forms library. Published forms are available for self-service—employees can complete them when they choose to. Publishing does not create a task or notification for employees.
• Assign = Action Required: Assigning a form creates a task for specific employees. Assigned forms appear in the employee's To Do widget on their dashboard, signalling that action is required. You can optionally send an email notification when assigning.

Available for the following User Access level: Admin    

Publishing a form makes it available in the Company Forms library for employees to access. Publishing does not automatically create tasks or send notifications—to request employees complete a form, you need to assign it separately.

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. Click the Create New button. 

6. Complete the following fields:

   • Form name.
   • Description.
   • Section title.
   • Description.
   • Enter a question.
   • Question type:
     • Checkboxes.
     • Drop down.
     • Multiple-choice.
     • Short text.
     • Long text.
     • Number.
     • Date.
     • File upload (one 10MB file can be uploaded per question).
     • Employee picker.

   Important

   For the Employee picker question option, you will only be able to select active employees.

7. Set the Required Question toggle switch to either the on or off position.
8. Click the Plus button at the bottom of the page to add form pages.
9. Click the Publish button.
10. Under the Settings tab, choose the category you want to add this form to from the drop-down menu.
11. When you are ready, click on Publish.
12. Complete the following fields:
    • Who would you like to make this form available to?
      • Available to all.
      • Available to specific people.
    • Send me a notification:
      • None.
      • When each recipient responds.
      • When all recipients have responded.
    • Start date.
    • End date (optional—controls when the form stops accepting submissions).
13. Click the Publish button.

Available for the following User Access level: Admin    

Assigning a form creates a task in the employee's To Do widget, making it clear that action is required. You can assign forms to everyone who has access or to specific employees.

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. On the published form you wish to assign, click on the three dots (⋮) menu.
6. Click on Assign form.
   
7. In the Assign form modal, complete the following:
   • Who should this form be sent to?
     • Everyone who can access this form: Assigns to all employees who have permission to view the form based on publish settings.
     • Specific employee(s): Select individual employees, groups, or locations. Only employees with permission to access the form will appear in the list.
   • Send email notification to:
     • None: The form will appear in the employee's To Do widget, but no email notification will be sent.
     • Everyone receiving this form: Sends an email notification to all assigned employees with a link to complete the form.
8. Click Assign form.

Once assigned, the form will appear in each employee's To Do widget on their dashboard. If email notifications were enabled, employees will also receive an email with a direct link to complete the form.

Available for the following User Access level: Admin    

You can automate form assignments by adding an Assign form action to your workflows. This allows forms to be automatically assigned to employees when specific events occur, such as submitting a leave request or during onboarding.

The Assign form action is available globally across all workflow modules including: expenses, leave, onboarding, offboarding, and employee file changes.

1. Log in to Employment Hero.
2. Navigate to the workflow you want to edit, or create a new workflow.
3. In the workflow editor, add a THEN action node.
4. In the Edit Actions panel, select Assign form from the action dropdown.
5. Configure the action:
   • Form: Select the published form you want to assign from the dropdown. Only published forms will appear in this list.
   • Assignee: Select who the form should be assigned to. Options are the same as the Send Email Notification action (e.g., the requester, their manager, specific employees).
   • Send notification to assignees: Check this box if you want assignees to receive an email notification when the form is assigned. Leave unchecked to only add the form to their To Do widget.
6. Complete the rest of your workflow configuration.
7. Click Save and Publish the workflow.

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. Click the Create New button.

6. Complete the following fields:

   • Form name.
   • Description.
   • Section title.
   • Description.
   • Enter a question.
   • Question type:
     • Checkboxes.
     • Drop down.
     • Multiple-choice.
     • Short text.
     • Long text.
     • Number.
     • Date.
     • File upload (one 10MB file can be uploaded per question).
     • Employee picker.

   Important

   For the Employee picker question option, you will only be able to select active employees.

7. Set the Required Question toggle switch to either the on or off position.
8. Click the + Add question button at the bottom of the page if you want to add extra pages to the form.
9. Click the Save as a Draft button.
10. Select the form category from the drop-down menu.
11. Click on Save as a Draft once again.

Available for the following User Access level: Admin    

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Templates tab.
5. You will see many pre-created templates. To use one of these templates, click on the Use Template button.
6. To create your own template, click on + Create New.

7. Fill in the following details:

   • Form name.
   • Description.
   • Section title.
   • Description.
   • Enter a question.
   • Question type:
     • Checkboxes.
     • Drop down.
     • Multiple-choice.
     • Short text.
     • Long text.
     • Number.
     • Date.
     • File upload (one 10MB file can be uploaded per question).
     • Employee picker.

   Important

   For the Employee picker question option, you will only be able to select active employees.

8. Set the Required Question toggle switch to either the on or off position.
9. Click the Plus button at the bottom of the page to add form pages.
10. Click the Publish button.
11. Under Settings, choose the category you want to add this form to from the drop-down menu.
12. Click on Publish.
13. Complete the following fields:
    • Who would you like to make this form available to?
      • Available to all.
      • Available to specific people.
    • Send me a notification:
      • None.
      • When each recipient responds.
      • When all recipients have responded.
    • Start date.
    • End date.
14. Click the Publish Form button.

Available for the following User Access level: Employee, Manager, Admin    

Forms that have been assigned to you will appear in your To Do widget on your dashboard. This indicates that someone has requested you to complete the form.

1. Log in to Employment Hero.
2. Click the Dashboard menu.
3. In the To Do widget, click on the assigned form.
4. Complete the required information and click the Submit button.
   

Once submitted, the form will be removed from your To Do list.

Available for the following User Access level: Employee, Manager, Admin    

You can access and complete any published form that's available to you through the Company Forms library, even if it hasn't been specifically assigned to you.

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. Find the form you want to complete and click on it.
6. Complete the required information and click the Submit button.

Available for the following User Access level: Manager, Admin    

If a form has been set up with an approval workflow, you can review and action submissions that require your approval in the Approvals tab.

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Approvals section in the left-hand sidebar.
   
   You will see a list of all form submissions that require your approval, including:
   • Form name
   • Employee who submitted the form
   • Submission date and time
   • Current status (Pending, Approved, or Declined)
5. Use the Filter by options to narrow down submissions by Form, Employees, Submitted Date, or Status.
6. Click View next to the submission you want to review.
7. Review the form responses and take the appropriate action:
   • Click Approve to approve the submission
   • Click Decline to decline the submission and provide a reason
   • Click View Approval History to see the full approval trail (if multiple approval layers exist)

Available for the following User Access level: Employee, Manager, Admin    

For forms that require approval, you can view the complete approval trail showing who approved or declined the submission at each stage.

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Navigate to either:
   • My Submissions to view forms you've submitted, or
   • Approvals to view forms you've been asked to approve
     
5. In the Actions column, click View Approval History next to the relevant submission.
   
   Note: This action only appears for forms that triggered an approval workflow. Forms that do not require approvals will not have this option.
6. Review the approval history modal, which includes:
   • Overall status (Approved, Declined, or Pending)
   • Who requested the approval
   • When the form was submitted
   • Approval layers showing:
     • Approver names
     • Approval or decline timestamps
     • Comments added by approvers
     • Decline reasons (if applicable)

Available for the following User Access level: Admin    

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. On the form you wish to duplicate, click on the 3 dots on the top left-hand side of the tile.
6. Click on Duplicate.
7. Make any necessary edits to the duplicated form.
8. Click on Publish.
9. Under Settings, choose the category you want to add this form to from the drop-down menu.
   
10. Click on Publish.
11. Complete the following fields:
    • Who would you like to make this form available to?
      • Available to all.
      • Available to specific people.
    • Send me a notification:
      • None.
      • When each recipient responds.
      • When all recipients have responded.
    • Start date.
    • End date.
12. Click the Publish button.
    

Available for the following User Access level: Admin    

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. On the form whose responses you want to view, click on the three dots.
6. Click on Manage Form.
   
7. Click on the Settings tab.
8. Click on Send reminder.
   
9. Click the Send reminder button.
   

Available for the following User Access level: Admin    

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. On the form you want to stop receiving submissions for, click on the 3 dots on the right hand side of the tile.
6. Click on Manage Form.
7. Click on the Settings tab.
8. Click on Stop accepting submissions.
   
9. On the pop-up box, click on Unpublish form.

Available for the following User Access level: Admin    

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. On the form whose responses you want to view, click on the three dots.
    
6. Click on Manage form.
7. Click on the Responses tab.
8. Click on View.
9. Here you will see the employee's form responses.

Available for the following User Access levels: Employee, Manager, Admin    

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. Click on ‌My Submissions.
6. Here you will see the forms that you have submitted. You can also filter these by date.

A completed form is a form with employee responses, but the response time has elapsed.

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. Click on Completed Forms on the left-hand side menu.

Available for the following User Access level: Admin    

You can set up automated approval processes for forms using the Workflow Template Hub. This allows you to define who needs to approve form submissions and in what order.

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. Locate the form you want to add an approval workflow to and click the three dots.
6. Click on Manage Form.
   
7. Click on the Settings tab.
8. Scroll down to the Forms Approvals section.
9. Click Create Forms Approvals.
   
   If you have Workflow access, you will be redirected to the Workflow Template Hub where you can create an approval workflow for this form. If you do not have Workflow access, this button will be disabled with a message: "You'll need Workflows access to set this up. Your admin can help you get started."
10. Follow the prompts in the Workflow Template Hub to configure your approval workflow, including:
    • Setting approval conditions
    • Defining approval layers and approvers
    • Configuring notification settings

Available for the following User Access level: Admin    

The Linked Workflows section shows all published workflows that reference a specific form. This helps with transparency and troubleshooting approval processes.

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. Locate the form whose linked workflows you want to view and click the three dots.
6. Click on Manage Form.
   
7. Click on the Settings tab.
8. Scroll down to the Linked Workflows section.
   
   Here you will see a table displaying:
   • Workflow Name: The name of the linked workflow
   • Last Published: The date and time the workflow was last published
   • Publisher: The person who published the workflow
   • Actions: A View link to open the workflow (if you have Workflow access)
9. If you have Workflow access, click View next to a workflow to open and review it.

If no workflows are currently linked to the form, you will see the message: "No published workflows currently use this form."

1. Log in to Employment Hero.
2. On the left-hand side menu, click on Settings.
3. On the Security and Access Control tile, click on Permissions.
4. Click on + Add permission.
5. Click on Skip and configure my own. 
   
6. In the Detail and access window, set a name for this custom permissions group, and assign the employees.
7. In the Employee permissions window, click on Next in the bottom right-hand side.
8. In the Contractor permissions window, click on Next in the bottom right-hand side.
9. In the General permissions window, scroll to the bottom of the permission options. Here you will select View (for view-only access), Modify (for editing access) or Delete (for deleting access).
   
10. Click on Next.
11. In the Review window, here you can review or edit your chosen permission settings for this group.
12. In Select members, select which employees to add to this permissions group.
13. Click on Save.

Available for the following User Access level: Admin    

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. On the form whose responses you want to export, click on the three dots.
6. Click on Manage form.
   
7. Click on the Responses tab.
8. Click on Export.

Available for the following User Access level: Admin    

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. On the form whose category you wish to change, click the three dots.
6. Click on Manage forms.
   
7. Click on the Settings tab.
8. Click on the desired category from the drop-down menu.
   

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. On the form whose metadata you wish to view, click the three dots.
6. Click on Manage forms.
   
7. Click on the Settings tab.
8. Under Details, you will see who created the form, when the form was created, and when any edits were made.

Available for the following User Access level: Admin    

Unpublishing a form will remove it from the Company Forms library and remove any pending assignments from employees' To Do lists.

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. On the form you wish to unpublish, click the three dots.
6. Click on Manage forms.
   
7. Click the Unpublish button to unpublish the form.
8. On the pop-up box, click the Unpublish form button.

You can archive a form that has previously been used and has had employee responses. Archiving a form will also remove any pending assignments from employees' To Do lists.

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. On the form you wish to archive, click the three dots.
6. Click on Archive.
7. On the pop-up box, click on Archive.

Available for the following User Access level: Admin    

You can delete a form that has not been used and has never had any employee responses.

1. Log in to Employment Hero.
2. Click the Compliance menu option.
3. Click on Forms.
4. Click on the Company Forms tab.
5. On the form you wish to delete, click the three dots.
6. Click on Delete to delete the form.
7. On the pop-up box, click the Confirm button.