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:

• Publish = 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.
• Assign = 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.

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, Questions).
7. Click the Publish button.

You can add formal acknowledgment and signature fields to your forms to collect legally defensible digital records without requiring physical paperwork.

1. Open the form builder for a new or existing form.
2. Click Add Field and select Acknowledgment to add a single affirmation checkbox.
3. Enter the text for the acknowledgment (e.g., "I certify that...") in the label field.
4. Click Add Field and select Signature to add a digital signature canvas.
5. Provide optional instruction text, such as "Please sign below to confirm".
6. Toggle the Required setting to on.
7. Save and publish your form.

1. Log in to Employment Hero.
2. Click Compliance Forms Company Forms.
3. Complete the required information and click Submit.

For forms with an approval workflow, admins can manage and audit responses directly from the Responses tab.

1. Click the Compliance menu option and select Forms.
2. On the Company Forms tab, click the Responses button for the relevant form.
3. The responses list includes the following audit trail columns:
   • Status: Shows a styled badge indicating the current state: Pending (yellow), Approved (teal/green), Declined (red), or Reversed (grey/amber).
   • Last actioned by: Displays the name of the most recent person to process a decision (e.g., the final approver, the person who declined the response, or the person who reversed the approval).
   • Last action date: Displays the date and time of the most recent decision action. This column is sortable.
4. To view the full history, click a response row to expand the inline decision log. This log shows every action chronologically, including the actor's name, action type, timestamp, and any comments provided.

When you remove a recipient from an active form, they lose access to make future submissions immediately. However, any responses they previously submitted are preserved.

The system automatically captures a submission timestamp, the employee's name, and a tamper-detection hash to ensure the integrity of the digital audit trail.