What is an HR form?
An HR form lets employees fill in their own information. Each form can be made available to employees as self-service, or linked directly to a specific task, for example when a new employee joins.
A form can therefore be used to add information that is missing from the system or to update existing information.
How do you set up a form?
First, create a form. To do this, go to Core HR > Configure > HR form template.
Use the + Add a form button to create your form. Each form is made up of several elements:
An icon and a name
A description, if you want to explain what the form is for
The option to make the form available as self-service or not
A self-service form can, for example, let an employee notify you of a change of address.
An onboarding form lets you collect a new employee's information. This form is not available as self-service.
The Core HR fields that you want employees to be able to update or fill in
Choose whether to make the form available as self-service, then add the fields you want employees to be able to update.
For each form, you can also make certain fields mandatory. In the two examples above, this lets you decide whether a person can leave a field empty or must fill it in.
Use the Mandatory button to enable this option. When it is blue, the field is mandatory.
How do you send a form to an employee?
In most cases, you don't need to. The Self-service option lets employees access the form themselves.
To do so, employees use the Make a request option on their home page.
They can also click their profile picture or initials at the bottom left of the screen to open their profile, then use the Report a change option at the top right.
A list of the available forms is displayed.
They then fill in the fields to update. From the list of validators, they choose the person who will validate their change request, then send it. If needed, they can also add a comment before they send the change.
The person in charge of validation sees the request directly on their dashboard. They can open it with a click and validate it.
If the form isn't available as self-service, you need to use an HR process to send it to the employee.
For example, during onboarding, you can add a form to a task you assign to the new employee. This lets you collect the information you need directly from them.