Forms in Onboarding

Forms determine what information should be collected from and displayed to the employee and/or employer representative. Forms can have employee steps that the employee fills out, and employer steps that an employer representative, such as an HR Administrator, completes.

Many compliance and government-related forms are already created and available to accounts via the standard Compliance Library. Onboarding will have a set of standard forms that may include:

• A basic Company welcome page with a place for a picture and video
• New Hire PII capture – Capture key information to enable the new hire in the HR System (legal name, address, SSN, etc.)
• Employee Handbook – Basic form with a spot for the link to the handbook and an eSignature
• W-4 and required tax forms based on the jurisdiction of the employee
• Labor Notifications as required by Federal and State laws
• I-9 and E-Verify

NOTE: The Compliance Library automatically updates forms, but the distribution list does not publish for use. To ensure the latest versions are available in your instance, you must manually publish them.

Additional standard forms will be added to the Compliance Library over time, which companies can use. The Onboarding Implementation team or the company administrator can build any other forms needed and make them accessible to the account for assignment.

Some common employer-required forms may include:

• Employee Training Media (such as YouTube, Vimeo, etc.)
• Quizzes (for sexual harassment training, workplace safety, etc.)
• Code of Conduct
• Direct Deposit Authorization
• Workplace Policies
• WOTC Enrollment

Before Getting Started

Onboarding supports all US Federal, State, Local tax forms, and 50 Labor Law Posters.

Canada Federal (and Canada Provincial and Territorial) Tax forms are available.

Other International Tax forms may become available as standard over time. For other countries not supported, the AI form builder can be used to create a form, and then the data incorporated into the HRIS feed.

View Forms

Within Onboarding, navigate to the Forms drop-down and select Active Forms or Manage Forms.

Active Forms

Forms within the Active Forms tab are currently deployed and can be added to policies, used to create tasks in Placements, and assigned to users.

On the Active Forms page, you can do the following:

• New Form – This will direct you to the Manage Forms tab.
• Filter by:
  • Name
  • Tags
  • Source

Manage Forms

Forms within the Manage Forms tab can be deployed in test or live mode. You can make edits, deploy in test mode, verify, and then go live.

On the Manage Forms page, you can do the following:

• Form Sequence – This determines the priority/display order of the form to the employee or employer representative when creating a placement
• New Form – Allows you to create a form from scratch, a PDF, or from the forms library.
• Filter by:
  • Name
  • Tags
  • Source

Add a New Form

On the Manage Forms page, select New Form.

Choose from one of the following:

• Create Form Request – Select this option to request the Onboarded form experts to build a custom form from a PDF.
• Create a New Form – Select this option to build a form from scratch or upload a PDF to the AI-assisted form builder.

Create Form Request

From the Create New Form page, select Create Form Request.

Fill out the following fields:

• Name – Enter a name for the form.
• Instructions – Add instructions for the form.
• Drop a PDF here to submit – Add the form PDF.

Click Create Form Request. 

You can monitor your form requests by navigating to the Manage Forms page and selecting 'Form Requests'.

On the Form Requests page, you can view and track your submitted PDF forms as Onboarded reviews and create your custom form.

Create a New Form

From the Create New Form page, select Start Building.

Select one of the following options:

• Start from PDF
• Start from scratch

Start from scratch

Select Start from scratch.

The Start from scratch menu will be displayed. Fill out the following fields:

• Name -  The name of the form.
• Description – Add a description about what this form is for.
• Scope – This determines at what level the form applies. If you build a form at the Employer scope, it will apply to a specified Employer. This also allows tasks of this form to be reused across placements with the same selected entities. For example, if you select both Scope Employer and Scope Client, any tasks created under this form will be reusable across placements with the same employer and client.
• Tags – Add tags to easily filter for the form.

Click Create Form. The Manage Forms/form name page will be displayed, and you can take the following actions:

• Edit Form
• Delete
• Publish version

Add Form Details

Once your form has been created, you can add details to your form.

On the Manage Forms/form name page, click the form.

Click Editor. NOTE: You can also preview the form from this menu.

The form builder page will be displayed. On this page, you can build your form using several different tools:

• Form Builder – Allows you to manually add details and objects to your form.
• AI Editor – Utilize the AI form builder to create your form.
• PDF Mapping – Upload a PDF to map specific form fields.
• Language management (globe icon) - Allows you to add translations for new languages, as well as edit existing translations, all in one place. NOTE: Languages you can add are limited by the supported languages in your organization's settings. Please see Form Languages in Onboarding for additional details.
• Preview – You can preview the form.

Once you’re finished creating your form, click the back arrow.

You will return to the Manage Forms/form name page. To publish the form, click Publish version.

On the Are you sure? pop-up click Publish.

The form status will change to Published, and you will have the option to Deploy.

On the Are you sure? pop-up select the checkbox if you want to Upgrade all unstarted tasks to use this new version. When selected, existing tasks will be upgraded gradually in the background. Then click Deploy.

The form will be deployed and available in your Active Forms.

Start from PDF

Select Start from PDF.

Drag and drop a PDF into the upload box.

A preview of the PDF will be displayed; click Continue.

The AI form builder will be displayed.

Configure the form as needed and click Save.

For detailed steps about using the AI form builder, please see AI Form Builder in Onboarding.

Edit Existing Form

Navigate to the Forms drop-down and select Active Forms or Manage Forms.

Select the form you want to edit.

The Active Forms/form name page will be displayed. From this page, you can take the following actions:

• Manage Form – This will take you to the Manage Forms/form name page.
• Expiration Rules – Displays the Task Expiration Rules fly-out menu.
• Edit Form – Displays the Edit Form fly-out menu.

You can modify the form as done in previous sections.

Editing a form creates a new draft of the form.

Click Publish version.

On the Are you sure? pop-up select the checkbox to Deprecate all currently published blueprint versions and click Publish.