Plan: Not Available: Intermediate, Pro Available: Elite
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Available: All sources
The Employee onboarding form provides a structured template for collecting information from new employees, helping practices gather personal details, contact information, employment details, and banking information as part of the onboarding process.
The form covers employee information, addresses, emergency contacts, employment information, and bank accounts.
Download the Form template and import it into FYI. You can then customise the form to suit your practice's onboarding requirements and share an external link with new employees to complete and submit their details.
What's included in the Employee onboarding form?
The Employee onboarding form is organised into five sections, allowing practices to collect the information required for onboarding new employees. Expand the sections below for more information.
To demonstrate potential use cases, some fields in this sample template are tailored to Australian practices. These fields can be easily customised across regions.
Employee information
Collect the new employee's personal and contact information, including:
- Title, first name, middle name, surname, and preferred name.
- Email address and mobile number.
- Date of birth and gender.
Address
Collect the employee's physical and postal address details.
Employees can indicate whether their postal address is the same as their physical address and provide a separate postal address where required.
Emergency contact
Record the employee's nominated emergency contact details, including:
- Title, first name, and surname.
- Relationship to the employee.
- Phone number and email address.
Employment information
Collect information relating to the employee's new position, including:
- Employment start date.
- Job title and employment basis.
- Completed Tax File Number (TFN) declaration form.
- Completed superannuation standard choice form.
The section includes file upload fields for employees to provide their completed tax declaration and superannuation choice documents.
Bank accounts
Collect the employee's bank account details, including the account name, BSB, and account number.
Employees can also choose to provide details for a second bank account.
Importing the Employee onboarding form
Download the Employee onboarding form using the file attached at the bottom of this article.
Once you've downloaded the file, import the Form template into FYI. Refer to Managing form templates for instructions on importing a Form template.
What's next?
After importing the Employee onboarding form, review the template and customise it to suit your practice's requirements:
- Review the form fields, file upload requirements, and information being collected to ensure they align with your employee onboarding procedures.
When you've finished reviewing and customising the template, ensure the Filing Status is set to Active.
To send the form to new employees, you can generate an external link from the Form template. This creates a General Form that new employees can open in their browser to complete and submit their information without requiring an existing client record in FYI.
Refer to Creating a direct link to a general form for instructions on generating and sharing the link.
General Forms don't save partially completed responses. Employees must complete and submit their information before closing the form. Submitted responses are filed according to the applicable AutoFile settings rather than automatically being linked to a client record.
Reviewing Form Rules
This Form uses Rules to dynamically display or hide fields and panels based on the information entered by the user. After importing the Form template, review the Rules in the Form Template Builder to ensure they're configured correctly for your practice. Follow the instructions in Creating a dynamic form using rules to review and configure the Rules, then test the Form to confirm the relevant fields and panels are displayed based on the responses selected.
Automating employee Form submissions
Employee Forms created in the Employee Documents space don't appear in the All Documents list and therefore can't be used to trigger Automations based on Document Views.
To automate employee Form submissions, create the Form against an internal Client instead of the Employee Documents space. You can then create a Document View that filters by the internal Client, the relevant Form, and a Workflow Status of Submitted. Use this View as a Documents - View Filter in an Automation Process to trigger actions when matching submissions are identified. For example, use the Create Task step to assign follow-up Tasks to the relevant Users or User Roles, or configure other actions required by your practice's internal workflow.