Available for the following HR Classic plans: Premium, Platinum
Available for the following EmploymentOS v1 plans: Plus, Unlimited
Available for the following EmploymentOS v2 plans: HR Engage, HR Elite, Unlimited
Available for the following users: Admin
The Forms page lets you build, publish and manage two kinds of form. Basic forms (previously called custom forms) collect information, such as declarations, sign-ups and incident reports, and you can assign them to specific people. Request forms handle requests that need tracking, such as IT support requests. Each submission becomes a ticket with a status and an agent team. Both types appear together in one list, each with a label.
Any employee can open Compliance > Forms to find and submit forms. The Basic form and Request form permissions control who can create and manage each type.
This article explains how to:
- Find forms on the Forms page
- Create a Basic form or Request form
- Publish and assign a Basic form
- Manage a form from its actions menu
- Set up approvals for a form
- Further information
Find forms on the Forms page
The page lists every form you can see. Each card shows the form type, Basic form or Request form, and its status, such as Draft or Archived. Archived forms appear dimmed, but you can still open them. To submit a form, see Submit and track a request ticket in Employment Hero.
- Log in to Employment Hero and go to Compliance > Forms.
- In the list on the left, select All, Basic Forms or Request Forms.
- To narrow the list, select a category under Basic Forms, or an agent team under Request Forms.
- If no forms match, select Clear filters to return to All.
Helpful Hint
Only one filter is active at a time. Selecting a new filter replaces the previous one.
Create a Basic form or Request form
Choose the form type before you start building. You name the form once the form builder opens.
- Log in to Employment Hero and go to Compliance > Forms.
- Select Create new.
- Under What kind of form do you want to create?, choose Basic form or Request form.
- Select Create. The form builder opens already set up for that type.
- In the form builder, enter the Name, Description and Section Title.
- Add your questions. Available types are checkboxes, drop-down, multiple-choice, short text, long text, number, date, file upload (10 MB limit) and employee picker.
- To show or hide a question based on an earlier answer, select the three dots (⋮) on the question, then Add Logic, and set your conditions.
- Turn Required Question on or off for each question.
- Select the Settings tab and choose a category.
Helpful Hint
You only see the form types you have permission to create. You cannot change the type once the form builder is open. To switch, close the form and start again from Create new.
To build a Request form, see Create request forms and manage your team's tickets.
Publish and assign a Basic form
Publishing makes a Basic form available in the forms list for people to complete when they choose. Assigning adds a task to specific employees' To Do widget so they know action is required.
- In the form builder, select Publish.
- Choose who can access the form: All or Specific people.
- Set a start date and an optional end date.
- Select Publish.
- Go to Compliance > Forms.
- On the published form, select the three dots (⋮) > Assign form.
- Choose the recipients and notification settings. Employees who cannot yet access the form receive access to that form when you assign it.
- Select Assign form.
- Open the form builder for a new or existing Basic form.
- Select Add Field > Acknowledgment, then Add Field > Signature.
- Select Publish. Both fields are switched on by default.
Helpful Hint
Request forms cannot be assigned. Once published, they are open to every current employee.
Manage a form from its actions menu
The three dots (⋮) menu on a form card offers the same core actions for both form types. You only see the actions you have permission to use. These are the actions:
- Manage Form, or View Form if you cannot edit it
- Duplicate
- Export Results
- Archive
- Delete
- Assign Form, for Basic forms only
- On the form card, select the three dots (⋮) > Duplicate.
- Review the copy. A duplicated Basic form keeps its category, submission settings and questions. A duplicated Request form is also a Request form and keeps its category, agent team and SLA targets.
- Make any changes, then select Publish.
- On the form card, select the three dots (⋮).
- Select Archive to keep the form and its responses, or Delete to remove it.
- Confirm in the prompt. A confirmation message appears. An archived form is labelled Archived and cannot receive new submissions.
- Select the three dots (⋮) > Manage Form, then the Settings tab.
- Under Who can access this form?, add or remove teams and individuals. Select Clear all to remove every recipient.
- To prompt people who have not completed the form, select Send reminder and confirm.
Helpful Hint
A duplicate never keeps the original's approval workflow. Link a workflow to the copy yourself.
Set up approvals for a form
Approvals use workflows and work the same way for both form types. You can require any one approver, all approvers in sequence, or all approvers at once.
- Select the three dots (⋮) > Manage Form, then the Settings tab.
- Under Forms Approvals, select Create Forms Approvals. The Workflow Template Hub opens.
- Add the approvers and choose how many must approve.
- Return to the form's Settings tab. Linked Workflows lists every published workflow linked to the form.
Helpful Hint
You also need the permission to manage workflows. Managing a form and setting up its workflow are separate permissions.
Further information
Any employee can open the Forms page, find forms and submit them. The permissions below control who sees management actions such as Create new, Manage Form and Archive.
- The Basic form permission has View, Modify and Delete scopes.
- The Request form permission covers Request forms across the organisation.
- Both sit together under Forms in security settings.
- Manage Request Ticket Settings is separate and controls boards.
An agent on a board can create, edit, archive and delete their own team's Request forms from Request Tickets without the Request form permission, but cannot duplicate them.
No. Close the form and create a new one with the other type.
- Templates holds reusable form templates.
- Approvals lists submissions waiting for your decision, and ones you have already decided.
- My Submissions lists forms you have submitted, split into Basic Form and Request Form.
- Drafts holds forms that are saved but not published.
- Completed Forms holds forms that are closed to new submissions.
- Archived holds closed forms that have responses.
You can edit a draft freely. After you publish, you can still change details such as the name and description.
Draft forms, and published forms with no responses. A published form with responses can only be archived, which keeps the submission data. A form can contain at most 150 questions.
Select Manage Form, then Settings, then Details.
Publishing creates the form only for employees who are active at that moment. Reactivation does not go back and distribute forms published earlier. Assign the form to the employee instead.