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

• Company Forms: View and manage all published and draft forms in your organisation. This is where you will create new forms, access existing ones, and view form responses.
• 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 have approved, declined, or that are still pending your action. 
• My Submissions: View all forms you have 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:

• Publishing = 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 command a task or notification for employees.
• Assigning = 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 standard form fields (Name, Description, Section Title).
   • Question types available: Checkboxes, Drop-down, Multiple-choice, Short text, Long text, Number, Date, File upload (10MB limit), and Employee picker.
7. Optional: Add conditional logic. To show or hide a question based on the answer to a previous question, click the three dots (⋮) on a question tile and select Add Logic. Define your conditions and the resulting action.
8. Set the Required Question toggle switch to either the on or off position.
9. Under the Settings tab, choose the category.
10. When you are ready, click on Publish.
11. Define availability (All or Specific people), Start date, and optional End date.
12. Click the Publish button.

1. Open the form builder for a new or existing form.
2. Click Add Field and select Acknowledgment.
3. Click Add Field and select Signature.
4. Click on Publish.

Assigning a form creates a task in the employee's To Do widget.

1. On the published form you wish to assign, click the three dots (⋮) menu.
2. Click on Assign form.
   
3. Choose the recipients and notification settings, then click Assign form.

You can change who has access to a form after it has been published.

1. Click the three dots (⋮) menu on the form and select Manage Form.
2. Click on the Settings tab and scroll to Publish Settings.
3. Click Edit Recipients, update your selection, and click Update Recipients.

1. On the Company Forms tab, click the Responses button.
2. Review audit trail columns:
   • Status: Pending (yellow), Approved (green), Declined (red), or Reversed (amber).
   • Last actioned by: Name of the most recent decision-maker.
   • Last action date: Timestamp of the most recent decision.
3. Click a row to expand the inline decision log for a chronological history of all actions and comments.

1. Click the three dots (⋮) on the top left-hand side of the form tile.
2. Click on Duplicate.
3. Make edits, click Publish, choose a category, and confirm settings.

1. Click the three dots (⋮) Manage Form.
2. Click the Settings tab.
3. Click Send reminder and confirm.

1. Go to Manage Form Settings tab.
2. Scroll to Forms Approvals and click Create Forms Approvals.
3. You will be redirected to the Workflow Template Hub to define layers and approvers.

Scroll to the Linked Workflows section on the form's Settings tab to see all workflows referencing this form.

• Unpublish: Removes it from the library and clears pending "To Do" tasks. (Found under Manage Form Settings).
• Archive: Used for forms with existing responses to preserve data. (Found under the three dots menu).
• Delete: Only available for draft forms or published forms with zero responses. (Found under the three dots menu).

Under Manage Form Settings Details, you can view the creator and the history of edits made to the form.

Draft forms can be edited freely. You can change the name, descriptions, manage settings, send reminders, and close the form.

Published/active forms have limited editing. You can edit details like the name and description after publishing.

This is by design and comes down to how and when the platform distributes forms:

• The Publication Trigger: When an Admin clicks Publish on a form or an HR document template, the platform creates unique instances of that form only for the employees who match the target criteria (e.g., All Employees, specific teams) and who hold an Active status in the system at that exact timestamp.
• Terminated Status Block: While an employee is terminated, their profile is structurally marked as inactive. The platform intentionally excludes inactive/terminated profiles from receiving newly published forms to prevent cluttering or security/GDPR data leaks. Therefore, by default design, a reactivated employee will not automatically see a form in their library if it was issued while their account was in a terminated state.
• Reactivation Behaviour: When you reactivate an employee, the system restores their access to the portal and their historic files. However, reactivation is not retroactive for document distribution. The platform does not scan backward through time to assign forms that were published while they were gone.