Available for the following User Access level: Admin  

The Assignments tab shows all employees who have been assigned a specific form, along with their completion status and assignment details.

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 assignments you want to view, click on the three dots (⋮) menu.
6. Click on Manage form.
   
7. Click on the Assignments tab.
   
   You will see a table showing:
   • Employee: The name of the employee assigned to the form
   • Sent on: The date and time when the assignment was created
   • Sent by: The admin or manager who created the assignment
   • Status: Pending, Completed, or Expired

Available for the following User Access level: Admin  

Use filters to quickly find specific assignments and identify who needs to complete the form.

1. Navigate to the Assignments tab for the form (see "Access the Assignments tab" above).
2. Click Filter by to see available filter options.
3. Select your filter criteria:
   • Employees: Filter to show assignments for specific employees. Start typing a name and select from the dropdown.
   • Status: Filter by Pending, Completed, or Expired status to quickly identify who still needs to respond.
   • Assignment Date: Filter by a specific date range to see when assignments were sent.
     
4. Click Reset to clear all filters and view the complete assignment list.

Available for the following User Access level: Admin  

You can sort the assignment list by clicking on column headers to organise the data in ascending or descending order.

1. Navigate to the Assignments tab for the form.
2. Click on any column header to sort:
   • Employee: Sort alphabetically by employee name
   • Sent on: Sort by assignment date (most recent or oldest first)
   • Sent by: Sort alphabetically by sender name
   • Status: Sort by completion status
3. Click the column header again to reverse the sort order (the arrow icon will change direction).

Available for the following User Access level: Admin  

If employees haven't completed their assigned form, you can send a reminder by re-assigning the form. This will refresh their task and optionally send a new email notification.

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 send reminders for, click on the three dots (⋮) menu.
6. Click on Assign form.
7. Select the employees who need a reminder (you can select specific employees with pending assignments).
8. Choose whether to send an email notification:
   • None: Updates the To Do task silently without sending an email
   • Everyone receiving this form: Sends an email reminder to the selected employees
9. Click Assign form.

Available for the following User Access level: Admin  

The Assignments tab provides a clear overview of completion progress for your form distribution.

1. Navigate to the Assignments tab for the form.
2. Review the total number of assignments displayed at the top of the tab.
3. Use the Status filter to see:
   • Pending assignments: How many employees still need to complete the form
   • Completed assignments: How many employees have submitted the form
   • Expired assignments: Previous assignment attempts that have been superseded
4. To calculate completion rate, count the number of unique employees with Completed status and compare to the total number of unique employees assigned.

When you assign a form to employees, the system creates an assignment record that tracks who the form was sent to and their completion status. Here's how assignments work:

• One active task per employee: Even if you assign the same form to the same employee multiple times, they will only see one task in their To Do widget on their dashboard.
• Re-sending acts as a reminder: When you assign the same form to an employee who already has a pending assignment, it refreshes their task rather than creating a duplicate.
• Automatic status tracking: The system automatically updates assignment status when employees submit forms, so you always have current visibility.

Each assignment displays one of three statuses to help you track completion:

• Pending: This is the latest active assignment waiting for the employee to complete. A pending assignment appears as a task in the employee's To Do widget.
• Completed: The employee has submitted the form. The assignment is linked to their latest submission. If they submit multiple times, the assignment will always show the most recent submission.
• Expired: This assignment was replaced by a newer assignment for the same form. Expired assignments are read-only and do not require any action. They appear when you've re-sent the form to the same employee.

You may see the same employee listed multiple times in the Assignments tab. This is normal and expected behaviour. Here's why:

• Each row represents a separate assignment attempt: Every time you assign or re-assign the same form to an employee, a new row is created in the assignment list.
• Previous assignments show as Expired: When you re-send a form, earlier assignments are marked as Expired while the newest one shows as Pending.
• Completed assignments remain visible: Once an employee submits a form, the completed assignment stays in the list for your records.

Viewing submissions directly from the Assignments tab is not currently available. To view completed form submissions, go to the Responses tab where you can see all submissions and click View to review individual responses.

CSV export from the Assignments tab is not currently available. If you need to share assignment status data, you can take a screenshot of the filtered assignment list or manually compile the data from the Assignments tab into your own spreadsheet.

When you unpublish a form, all pending assignments are removed from employees' To Do lists. The assignment records remain visible in the Assignments tab for your records, but employees will no longer be able to complete the form.

Archiving a form removes any pending assignments from employees' To Do lists, similar to unpublishing. The assignment history remains accessible in the Assignments tab, and all completed submissions are preserved.

If an employee submits the same form multiple times for a single assignment, the assignment will always link to their latest submission. All submissions are retained in the system, but the Assignments tab reflects the most recent one.

You cannot delete individual assignment records. Assignment history is maintained for tracking and compliance purposes. If you need to remove all assignment data, you would need to archive or delete the entire form (forms can only be deleted if they have no responses).