[Navigation] Global Search > Utilities > Form Builder > Staff Forms
[Accordion] Overview
Custom Staff Forms are carefully designed to capture and manage detailed information for individual staff members. Each form is linked directly to an employee’s profile, supporting a wide range of HR, administrative, and compliance purposes. When a Custom Staff Form is opened, the staff member is selected first, ensuring that every entry is accurately associated with the correct employee and seamlessly integrated into their personnel record.
Examples: Staff Onboarding Form, Performance Review Form, Training Acknowledgment Form.
[Permissions] The staff member must have permissions to Form Builder [Staff > Staff Info > System Permissions > Form Builder] to design Staff Forms.
Who uses Custom Staff Forms:
- Administrative Staff use Custom Staff Forms to capture onboarding details, training acknowledgments, and compliance information
- Supervisors use them to complete performance reviews or track staff development
- System Administrators configure, maintain, and update staff-related forms to ensure accuracy and consistency across the system
Purpose of using Custom Staff Forms:
- Capture and manage staff onboarding details, training acknowledgments, and compliance information
- Maintain centralized staff records that can be reviewed, updated, printed, or exported as needed
[Accordion] Getting Started
Let’s walk through the process of designing a Staff Form using a Staff Onboarding Form as an example. This type of form captures structured, staff-specific information to support administrative and compliance workflows.
To build the form, you can use common form controls such as Textboxes for basic information, Dropdowns for standardized selections, and Date Pickers for key dates. While this example focuses on a Staff Onboarding Form, you can add additional fields, adjust settings, and use advanced options to create a form that fits your specific needs.
Staff Form Category: To create a Staff Form, go to Form Builder and select the Staff Form category.
- Click/Tap to create or edit a Staff Form
Choosing a form design: Select a form design by cloning or editing an existing form, or by creating a new one from scratch.
- [[img:Playlist_Add>> lbl:Create New Form]] Click/Tap to design and create a new Staff Form
- Quick Filter Tags:
- Enabled: Select to view active Staff Forms
- Disabled: Select to view inactive Staff Forms
- Actions:
- Edit Design: [[img:edit]] Click/Tap the edit icon to modify an existing Staff Form
- [[img:more_vert]] Three-dot Menu: Click/Tap for additional options related to a specific form
[Q] Designing a new Custom Staff Form:
[A] Create your Custom Staff Form by selecting from the range of field types available on the left side of the Form Builder. As you add controls, they appear in the center area for layout and arrangement. The properties for each selected control are displayed on the right, allowing you to fine-tune every element to meet your staff-specific data requirements.
This Staff Onboarding Form serves as an example of a Staff Form, designed to capture and manage structured information tied directly to each staff member’s profile. You may choose to include the following fields:
- Textbox: Used to enter short text, such as first name and last name, to clearly identify an individual
- Date Picker: Used to select important dates such as the date of birth and the start date
- Dropdowns: Used to select predefined options, such as a staff member’s preferred salutation (e.g., Mr., Ms., Miss, or Mrs.)
- Checkbox: Used to indicate options, such as selecting a staff member’s preferred method of contact, like their cell number
- Memo: Used to record information like notes/special pointers about a specific staff member
- Signature Field (Digital/External Signature): Used to digitally capture the staff member’s signature, confirming the accuracy of the information provided or acknowledging agreements and policies
- Required Field (*): Fields marked with an (*) are mandatory and must be completed before the form can be saved
[Accordion] Best Practices
[Q] Design for staff-specific data
[A] Use Staff Forms only for information tied directly to an individual staff member, such as onboarding details, credentials, acknowledgments, or performance records.
[Q] Use required fields strategically
[A] Mark only essential fields as required to ensure compliance, while avoiding unnecessary friction for staff or administrators completing the form.
[Q] Protect sensitive information
[A] Limit form access and editing permissions to authorized roles to safeguard confidential staff data.
[Accordion] FAQs
[Q] What are Staff Forms used for?
[A] Staff forms allow you to collect, store, and manage staff-related information such as credentials, onboarding documents, acknowledgments, and internal requests.
[Q] Who can create or edit Staff Forms?
[A] Only users with the appropriate administrative or Form Builder permissions can create, edit, or distribute Custom Forms.
[Q] Can validations be applied to Staff Forms?
[A] Yes. Validations can require specific fields, enforce formats, or ensure all required information is completed before saving or locking the form.
[Q] Can Staff Forms include signatures?
[A] Yes. Staff Forms can include electronic signature fields when acknowledgment or approval is required.
[Q] Is it possible to duplicate an existing Staff Form?
[A] Yes. Click/Tap the [[img:more_vert]] icon and choose Clone to create a copy of the form.
[Q] Can I edit an existing Staff Form?
[A] Yes. Click/Tap the [[img:edit]] icon to edit an existing record.
[Q] Are Staff Forms auditable?
[A] Yes. Locked forms retain their data for auditing and compliance purposes, including completion dates and signatures.
[Q] Can Staff Forms replace paper processes?
[A] Yes. Staff Forms are designed to digitize internal workflows, reduce paperwork, and centralize staff documentation.
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{labels: About Form Builder, Field Types}