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Manage who is notified when a Basic form is submitted

Updated

Available for the following plans: Plus, Unlimited HR, Engage, Elite, Unlimited HR+Payroll,
Available for the following HR plans: Premium, Platinum
Available for the following User Access levels: Admin

The Basic form submission notifications feature allows you to choose exactly who receives an alert when an employee submits a Basic form (previously called a custom form). You can notify specific members of your organisation or send alerts to shared email inboxes, such as hr@company.com. This ensures that time-sensitive information like incident reports or leave requests reaches the right stakeholders immediately.

This article will show you how to manage the following:

Configure form submission recipients

Add or remove notification recipients

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.

Helpful Hint

If you add an email address that is not a known member of your organisation, an inline warning will state: External email addresses may receive sensitive form data. If the field is left entirely empty, a warning will appear stating: No one will be notified when this form is submitted.

Set notification timing preferences

Choose when recipients receive alerts

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.

Helpful Hint

You must select at least one timing option to send notifications. If all options are unchecked while a recipient is present, the system will block you from saving and display a warning. If you remove all recipients, the When to notify section will be hidden entirely.

Update notification settings during publication

Edit recipients at the point of publishing

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.

Manage common questions and edge cases

Do form templates store notification settings?

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.

What happens if a recipient or the form creator is deactivated?
  • 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.
How are my existing forms migrated?

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.
What if a recipient is removed mid cycle?

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.

Does this apply to Request forms?

No. A Request form notifies its agent team, using the notification option in the form's Request Form settings. See Create request forms and manage your team's tickets.

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