Custom forms can be used to document and track work-related information about employees, like dietary restrictions for company lunches, shirt size for uniforms or swag, company-issued equipment, licenses or certification IDs, or anything else you need to keep up with.
Custom forms can collect information using:
- Text fields for entering information
- Radio buttons and dropdown menus for multiple-choice selections
- Drop-down menus
- List items
Adding custom forms
In the HR tab, go to Manage Workers, then Custom Forms, and click Create New Form.
Don't see an HR tab?
HR is an OnPay add-on. To inquire about adding HR to your subscription, contact our support team.
Note: You will need your OnPay login credentials.
Create new form
Give this form a name and description, and decide whether it's visible to onboarding workers, or just to admins (Hidden).
If you select "Visible", additional options will appear, to let you choose who will be completing this form, and whether it's required or optional. For example, a form to document an employees uniform shirt size should be visible, completed by the worker, and required. But a form to allow onboarding employees to indicate dietary restrictions for company meals might be optional.
Share with
If you have non-administrator employees (like an Employee Supervisor, or an IT Manager) who needs to be able to access these forms, you can add them in the "Share with" field.
Add fields
Now that you've named the form and decided who can view it and who will complete it, it's time to add fields. Each field is like a question on a survey, that the person completing the form will answer, and you can add as many as you need.
Adding fields to your form create a survey for entering information quickly and accurately. In the below example, this form for tracking company issued laptops has three fields: Computer type, Computer serial number, and Date issued.
Start by giving this field a name like "Serial number", or "Date issued". This name will appear above the field to make it clear what the selection is for.
Next, select a field type.
Text Box
An empty field for typing. Perfect for documenting serial numbers, favorite snacks, or any free-form answer.
Radio Group
Radio group refers to a grouping of multiple options, where only one selection may be chosen. In fact, the "Field Type" selector itself is a radio group. Click Add Option for each selection you want to appear in the group.
Drop Down Select
Similar to a radio group, drop-down select lets you create a list of multiple options, where only one selection may be chosen from a dropdown menu. Click Add Option for each selection you want to appear in the group.
Date Field
Rather than using a text field to type a date in, the Date Field generates a clickable calendar with the day's date pre-selected.
Item List
Item Lists let you add a place where the person completing the form can add items manually. for example, if the form is used for tracking a company issues computer, the Item List can be used to add other items that may or may not be applicable each time, like a mouse, keyboard, display, adapters, etc.
Add as many fields as this form needs. Drag up and down to rearrange.
Note: OnPay administrators are able to see information from any custom forms you set up (like an employee’s favorite snack or t-shirt size), as well as any other compliance-related personnel items that are added to the profile. Please note that administrators cannot make changes to employee information or review any employee files within the Employee Directory. You can also hide the directory from employees.