Please note that this feature in Shoobx is only available to our HR Plus customers. If you would like to have HR Plus enabled, please speak with your Customer Success Manager.
This article will explain how to set up and upload employee forms in Shoobx and the different configurations available. It will also cover what your new and current employees will experience after you set it up.
How to Set up Employee Forms in Shoobx
A user with administrative access to the Human Resource module will be able to set up employee forms for their company in Shoobx. To do so, they will want to first click into the "Administration" settings by selecting the gear icon on the lower left-hand side of the company workspace and select "Forms & Information."
On this screen, you will see options to select the kind of form you would like to set up.
- Employment Contingency Forms are forms that require completion at the time of offer acceptance (during the "Add Employee" workflow).
- Employee Forms are forms that should be available to your employees at any time or should be completed as part of their onboarding. These can be accessed in the “My Available Workflows” panel or as part of “New Employee Setup.”
For more information on setting up company policies, read our post here.
To set up an Employee Form, first select the "Add Document" button.
On this page, you will want to upload the form, title it appropriately, and provide a "Workflow Name" which will be the button that your employees will select to complete this form. Since your employees will fill out this form digitally through the platform, you will want to be sure to provide them with clear instructions in the field below. You will also be able to select the Data Room folder where completed forms will be stored.
Once you have added all of the information relevant to your form and clicked continue, you will see another screen which will allow you to specify the fields that must capture employee information.
When you type the field to add to your form, you will be asked to drag the box into the desired space on your form where the field will exist, as shown below. When naming your fields, you will want to be explicit about the information you need from your employee. After you have added all desired fields, click "Continue." (Please note that the "field name" displayed below is not visible to the employee.)
Your employee form has now been created and it should appear as "Active" in the Administration page (see below).
To edit, download, delete, or view the history of this form, click on the 3-bar menu on the right-hand side.
- Be as clear as possible when naming the form fields, and make sure that no two fields have the same name.
- Check that your field labels are not hidden when drawing fields on your uploaded form, otherwise your employees will not know what information to input into the required fields.
- You will want to make sure that, if a SSN is required, the field is set up as a "Single-Line Text" field and not a "Number" field.
The Employee's Experience With Employee Forms in Shoobx
Once you have set up your desired Employee Forms, your employee will be able to fill out these forms in Shoobx. Depending on how you have configured the forms, the employee will be able to fill out the same form multiple times or only once. These same configurations will dictate whether the employee fills them out via their “My Available Workflows” panel, or as part of their “New Employee Setup” workflow, which follows completion of the 'Add Employee' workflow.
For employees who can fill out forms multiple times, they will access these forms by logging into Shoobx and selecting the "Start New Workflow" button from their dashboard. This next screen will allow them to select the workflow for the employee form. Below, we have titled the workflow "Employee Form," but you will want to be explicit in the workflow title field so that your employee knows what to complete.
Selecting the "Employee Form" workflow will allow your employee to fill out the form on Shoobx. They will want to select "Continue" once all of their information has been captured. Based on your settings, an employee may or may not have access to this workflow upon completion, which would allow them to fill out the form once again. Upon form completion, the employee can click into the "My Documents" section of their dashboard and select the "Employment" folder to view their completed form.
Screenshots are for illustrative purposes only.
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