The Who gets notified when this form is submitted? section is visible on both draft and published forms. By default, the form creator is automatically added as a recipient, but they can be removed if needed.

1. Log in to Employment Hero.
2. On the left panel click Compliance > Forms.
   
3. Open the desired draft or published form.
4. Click the three-dot (...) menu > Manage Form.
   
5. Click the Settings tab.
6. Review the configuration fields within the Who gets notified when this form is submitted? area.
7. Type to search for a recipient in the chip search field. You can add:
   • Specific member: Search by name or email address. Already selected recipients are disabled in search results.
   • Email address: Enter any valid email, such as a shared inbox. If you enter an invalid format, it will be rejected inline.
     
8. Select the recipient to add them as a removable chip. You cannot add the same member or email address twice.
9. To remove a recipient, click the X on their chip.
10. Click the ... menu and select Save form to apply changes to future submissions.

The When to notify checkbox group appears as soon as you have at least one recipient configured. You can select any combination of the following two options:

1. In the Settings tab of your form, locate the When to notify section.
2. Tick the preferred options:
   • Notify on each response: A notification is sent to all recipients after each individual form submission. This is pre-checked by default when you add your first recipient.
   • Notify when all recipients have responded: A single notification is sent only once every designated form recipient has submitted a response.
     
3. Click the three-dot (...) menu and select Save form.

The Publish Form modal always reflects the current state of your Settings tab, including any unsaved changes you have made during your session.

1. Click Publish on a draft form.
2. Review the Who gets notified when this form is submitted? and When to notify fields.
3. Make any final adjustments to recipients or timing preferences directly in the modal.

4. Click Publish Form.

   All changes made in the modal are saved upon publication and will be reflected in the form settings tab.

Notification settings are not stored on or saved as part of a template. When you are editing a form template, the notification sections are hidden. However, when you create a new form from a template, the current user is automatically pre-filled as the default recipient and Notify on each response is pre-checked. This ensures the correct person is notified without manual reconfiguration each time.

• Deactivated recipient: If a configured member is deactivated at the time of submission, their notification is skipped, but other active recipients will still receive theirs.
• Deactivated creator: If the form creator is deactivated, any other recipients they configured will continue to receive notifications as normal, but the deactivated creator will not receive notifications.

Existing forms have been automatically migrated when the feature flag is enabled to ensure notification behaviour continues uninterrupted.

• If notifications were set to None: The recipient field will start empty and no notifications will be sent until configured.
• If notifications were active: The form creator is automatically seeded as a recipient. Legacy timing maps exactly as follows:
  • When each recipient responds maps to Notify on each response.
  • When all recipients have responded maps to Notify when all recipients have responded.
• Draft forms: Existing drafts are backfilled with the draft creator automatically seeded as a default recipient and Notify on each response checked.

If you have selected Notify when all recipients have responded and a recipient is removed after some other recipients have already submitted, the single notification will fire once all remaining recipients have submitted their responses.