Employee forms are forms created for new hires to complete once they are ready for orientation. While employee forms are very similar in build and functionality to candidate forms, they do vary in certain available functions so that tasks are not added repetitively and are based on the information needed for this portion of the hiring process.

Use cases

• Build forms for employees to review and update information.
• Include documents for manager to sign off on validating double signatures.

Create and add a form to your processes

Once a form is created, it will need to be added to the proper system processes.

Step #1: Create an employee form

Users with full access to Forms can create all necessary employee forms from the Forms page.

1. Select All Apps in the top left corner of the header and then Settings from its drop-down menu.
2. Select Forms under the Jobs section of the Settings page.
3. When the Forms page opens, select Employee Forms from the left panel.
4. Click + New Employee Form from the upper-left corner of this section.
5. When the Form Builder opens, name the form.
6. Click into the Default Section.
7. Add any task to this section.
8. Save the section.
9. Add additional sections as needed. Section options include:
   • Custom – Select this to open a custom section where you can add a range of tasks.
   • I9 Part II – If this displays for your account, please contact your CS Representative to set up this section for you.
   • I9 Part III – If this displays for your account, please contact your CS Representative to set up this section for you.
10. Save any additional sections you add.
11. When completed, select the form's status and then Publish in its drop-down menu.
12. Repeat steps #4-11 for all necessary forms.

Additional information

• Field modifications –The fields in these forms can be masked, validated, and mapped, as needed.
• Multilingual – These forms can also be available in multiple languages if needed and if configured.
• Edit history – If any fields have been changed after the form is saved, the edit history will be available while viewing the form.

Step #2: Add form as a next step

When the necessary forms are created, they need to be added as a next step option in the Candidate Journey. Follow the process outlined here to add this form to the correct journey stage and status.

Step #3: Add the form to the job

Once added as a next step, the employee form needs to be added to the jobs that are associated with them. To do this, users with full access to Jobs can complete the steps below.

1. Select All Apps in the top left corner of the header and then Settings from its drop-down menu.
2. When the Settings page opens, select Job Manager under the Jobs section.
3. Open the preferred job category and then job.
4. Navigate to the Candidate Journey section of the job.
5. In the selected journey breakdown, the new next step button will be listed. Select the correct form from its selector.
6. Save the section.
7. Publish the job.
8. Repeat for all necessary jobs.

Step #4: Update user permissions

Ensure that users have the proper user permissions to be able to access and complete a user form. For employees completing employee forms, they will need access to the corresponding candidate or journey stage AND full access to the Hire Details section of the Candidate Profile. 

Please contact a user with full access to Journeys to update user access as the stage level and a user with full access to Roles and Permissions to update a user's Hire Details permission (under the Candidates parent permission) for your team, as needed.

• Note: If a user has view access to the Hire Details section of the Candidate Profile, then they can fill out the form, but they will not be able to submit the form.

Permissions

Users will need full access to the corresponding system components in order to configure this feature. As for user access to completing an employee form, reference Step #4 above.

FAQs