This feature is available for users on the Tanda HR plan.
What's covered in this guide?
Add Form Templates
To get started, open the Manage Forms tab through HR > Forms. Then, click the + Add 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. Common examples are outlined here.
Active - Controls if users can access and complete this form. Uncheck if users should not have access yet.
Who can fill out this form? - Scopes the form to specific users. This is done via position titles and/ or Teams. “And” will require the user to be in the selected position AND the team whereas using. “Or” will only require them to be in either the Position OR the Team.
Notifications - Specify the Positions which should receive a notification when the forms are submitted
Add sections
Once you've created the From, group similar suggestions together by creating sections.
Use the + Add Section button to create one.
Add a Name for the section and click the Create button.
Selecting Repeatable allows the employee completing the form to complete this section more than once. In the example below, the Trip details section has been set to repeatable allowing the employee to record multiple KM allowance tips within a single form.
Sections can be dragged into a different order through the ≡ button.
Add Questions
Once you've added sections, questions can be added to the forms. Items are the individual tasks that employees will complete in the form.
To create a new question, click the + Add Question button under the relevant section.
When creating a question, you'll need to include the following details:
Name - The question name
Type - Specify how staff will answer the question
Required - Specify if the employee can skip the question
Add a file - Provides the user a file to access as part of the question
Description - Text displayed as a tooltip to the employee. Provides additional information as to how to answer the question.
Question types
When creating questions, the response fields employees use can be configured to:
Characters - Basic text input
Number - Basic number input
Currency - Number input preceded by a ($) sign
Multiple Choice - Allows the selection of a predefined number of options
Checkbox - A single yes/no checkbox
Text Area - A larger text input for long-form responses
Date - A date selector field
Time - A time field
Date Time - Date & Time in a single field
Rating - Allows a simple 1-5 rating
Number Slider - Lets staff enter a value along a number slider
Signature - Adds a sign here field to the form
File Upload - Allows the user to upload a .pdf or .jpg file
Photo Upload - Requires the user to take a photo
Add Approval Workflows to Forms
Forms can be configured to require approval from a specific position.
To create a workflow, on an active form, select the 3 dot menu and select workflows:
When creating the workflow first select 1 or more positions for users who will submit the request. Then select one or more positions that should approve that form.
If the approving position differs based on the submitting position create multiple workflows as required.
Linking HR forms to Tanda Payroll.
Note:
This functionality is only available for Customers With both HR and Payroll Enabled.
For customers with both HR and Payroll Enabled, it is now possible to link the form response to a Reimbursement or Allowance Item (coming soon). 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 field or edit an existing one, then select the “link to payroll” option on a form response field.
Select the relevant item type. Note this may change the Answer type as only supported types can be used for each payroll item type.
Update the question.
Form fields linked to payroll will appear with the green “linked to payroll” icon.
Processing pays with payroll linked forms:
Now when an employee completes the form the form you will see it in the completed forms list. It will show the payroll export status so you know if this has been paid or not.
Forms that have approval workflows associated will need to be approved in order to appear on the pay run. Forms without approval flows will appear on the pay run automatically.
The possible statuses are:
Pending Approval - The form has been completed by an employee but is awaiting approval by the manager.
Approved - The form has been approved via the approval workflow.
Pending Export - The form has been completed by the employee but has not been exported to payroll. It does not require approval.
Exported - The form has been included on a pay run.
Reimbursements will appear on the employee's payslip during payroll processing including a link back to the form they were created from.
If required the reimbursement can be deleted from the pay, It will need to be manually processed if it needs to be paid at a later date.
If the entire pay run is deleted, the reimbursement will be added back when recreating the pay run again.