This feature is available for users on the Tanda HR plan.
What's covered in this guide?
Permissions
By default, Form Templates can only be created, edited, or deleted by Admin-type roles.
To adjust or enable access for other role types, ensure the relevant permissions have been selected via Settings > Permissions > Show Advanced Settings > Customise access and roles here. Then, navigate to the HR section, expand the 'HR Templates' menu, and enable the relevant settings.
To learn more, see our Permissions and Customise Permissions help guides.
Add Form Templates
To get started, open the Form Templates tab through HR > Forms > Form Templates. Then, click the + Create New Form Template button.
Next, add the following details to your Form:
Name - Staff will be able to see this when completing a form
Category - The reason for the form, or grouping of forms (optional)
Active - Controls if users can access and complete this form. Uncheck if users should not have access yet.
Available to be assigned when onboarding an employee - Controls whether this form can be chosen when inviting staff via Paperless Onboarding
Hide from assignee - Controls whether the employee is able to see the form even when assigned
Employee Self Service - Determines who can access and assign the form to themselves at any time
Description - Describe the form for additional context. Only visible in the form templates overview page (optional)
Notifications - Specify the Positions that should receive a notification when the forms are submitted (optional)
Once the details have been filled out where needed, click Create to make the Form Template. You can always update these selections later.
Automatically create a Template Using AI
Alternatively, you can upload a pre-existing form on this menu (as a PDF or DOCX file), and our AI will interpret this and preconfigure the Form Template directly from your document.
Add sections
Once you've created the Form, you can group similar questions together by creating Sections. Multiple sections are not required, but there must always be at least one.
Use the Add Section button to create one.
Then, add a Name for the section and click the Create button.
You can reorder sections by hovering over and dragging the 𓃎 icon that appears. This will influence the order in which staff complete the form.
Add Questions
Once you've added sections, questions can be added to the forms.
To create a new question, navigate to the section you want to add it to and click the + Add Question button to the right.
When creating a question, you'll need to include the following details:
Question - The question you’re asking.
Answer Type - Specify how staff will answer the question. You can see more about answer types in HR Answer Types.
Required - Untick if the employee can skip the question.
Advanced Settings (Optional)
Who should complete? - Specify who should answer this question.
Assignee to complete: Only the staff member who is assigned the form needs to answer the question.
Manager to complete: This will send the form to all the managers who manage the assignee. Only one manager needs to answer the question.
Note: The employee will be able to see the manager’s answer if they fill the form after the manager has.
Groups to complete: This will send the form to all staff who match the group criteria.
Only one user needs to answer the question unless there are multiple groups selected in the ‘An employee in each of these groups needs to complete this question’ field. If there are multiple groups selected, one user from each group will need to answer the question:
To add groups to this requirement, choose a group and click + ADD. You can do this as many times as you’d like.
Validation Settings - Choose the minimum and/or maximum number of characters or words the response needs to be.
Form Approval
Forms can be configured to require approval from a specific position, team, location, or a combination of these.
To create an approval workflow, click Edit on the form you want to update and navigate to the Approval Processes tab:
From there, choose which staff require this form to be approved, and choose who can approve this form. This is primarily configured through Positions, but you can also choose teams/locations, or a combination of both.
Linking Forms to Tanda Payroll
Note: This functionality is only available for Customers With both HR and Payroll Enabled.
You can link a form response to be added into Tanda Payroll automatically. This is especially helpful when submitting a request for an employee reimbursement or KM allowance.
To configure this, edit the relevant form (or create a new one).
Create a new form question or edit an existing one, and ensure that the Answer Type is set to either ‘Currency’ or ‘Number’.
Then select the ‘Link to Payroll’ checkbox. Note that this box will only come up if the requirement from Step 2 is met.
Select the relevant Payroll Item Type. For Allowances, the Answer Type must be ‘Number’ and for Reimbursements or Deductions, the Answer Type must be ‘Currency’.
Then choose which payroll item or earnings rate the form response should link to.
To learn how this is treated when running payroll, please see Linking Forms to Payroll Deductions.
Automatically Sending Forms
To automatically send out forms, navigate to the 'When to Send' tab and click + When to Send.
From there, determine the frequency:
Send Date - Choose the first time this should be sent
How often should this be sent? - Choose whether this form should be sent as a Once off, on a Monthly or Weekly basis, a number of Days after Onboarding, or when offboarding.
Repeat Every/Number of Days - Depending on what is chosen for How often should this be sent?, you can then configure either the frequency (e.g. every 6 months), or the number of days (e.g. 7 days after employee start date) it should be sent.
Recipients - Choose who the form should be automatically sent to. Choose all employees, selected positions, selected teams/locations, or a combination of both.
Number of days before send date(s) to notify employee - Let staff know that they will be receiving the form a certain number of days before actually being assigned the form.
Employee Self Service
Determine if staff can access and fill out this form at any time under the Employee Self Service tab in the Form.
If staff are configured to have access to the form at any time, they can fill it out in the mobile app or on the desktop version by navigating to Forms > My Forms > + New Form and choosing the appropriate template:
Hide Forms from Employees
To assign a Form to an employee, but not have them aware of it, this can be configured in the Setup tab in the Form Template.
This is useful for cases such as off-boarding forms that employees shouldn’t know about, but require a manager to fill out. This allows the form to be stored against their profile whilst having no input from them.
If the Hide from assignee setting is ticked, the employee will not be notified when it has been assigned, nor will they see it in their forms to complete.