Forms in Onboarding

Introduction

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

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

Audience

Onboarding Admin

Before Getting Started

Onboarding supports all US Federal, State, and Local tax forms.

Other International Tax forms may become available as standard over time. Canada Federal (and Canada Provincial and Territorial) Tax forms will be available with the Summer 2025 Release. For countries not supported by the AI form builder, a custom form can be created using the AI form builder, and then the data can be 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

New Form

On the Manage Forms page, select New Form.

Choose from one of the following:

• Start from scratch – This allows you to create a new form.
• Start from PDF – This will enable you to upload a PDF version of a form you would like to create in Onboarding.
• Add from Library – This will allow you to select a form from the Onboarding Compliance Library.

Start From Scratch

From the New Form menu, select Start from scratch.

The Add form fly-out 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 is also what 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 filter for the form easily.

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

• Edit Form
• Delete
• Manage form sequence - This determines the priority/display order of the form to the employee or employer representative when creating a placement
• Publish version 

Start From PDF

From the New Form menu, 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.

Add From Library

From the New Form menu, select Add from library.

Select a form from the Compliance Library.

Click Add Form.

The Manage Forms/form name page will be displayed. You can edit the form using the same process described in the "Start From Scratch" section.

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.