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 details update form provides a template for employees to request changes to their personal information, banking details, tax declarations, superannuation, and emergency contacts.
The Form collects updated employee information and supporting documents, helping practices manage employee record changes as part of their internal administration processes.
Download the Form template and import it into FYI. You can then customise it to suit your practice's requirements before making it available to employees as an Internal Form.
What's included in the Employee details update form?
The Employee details update form contains six main sections. Employees can complete the relevant fields to provide updated information. 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 information to identify the employee requesting changes, including:
- Salutation.
- Full Name.
- Email.
- Mobile.
Employees can use these fields to confirm their identity and provide updated contact information where required.
Physical and Postal Address
Collect updated residential and postal address information, including:
- Physical Address.
- A checkbox to indicate whether the Postal Address is the same as the Physical Address.
- Postal Address, where different from the Physical Address.
Employees can provide the address details that need to be updated in their records.
Bank Account Details
Collect updated bank account information for employees requesting changes to their payment details, including:
- Account Holder Name.
- BSB.
- Account Number.
Practices should review and verify any banking changes according to their internal payroll and employee administration procedures before updating employee records.
Tax File Number Declaration Update
The Form includes a section for employees who need to update their Tax File Number Declaration.
Employees can access the relevant declaration form using the link provided in the template and upload the completed document.
Practices should review the submitted declaration and complete any required updates through their payroll administration procedures.
Superannuation Fund Update
The Form includes a section for employees requesting changes to their superannuation fund details.
Employees can access the Superannuation Standard Choice Form using the link provided in the template and upload the completed document.
Practices should review the information provided and complete any required updates through their payroll administration procedures.
Emergency Contact Details
Collect updated emergency contact information, including:
- Emergency Contact's Full Name.
- Relationship to the employee.
- Primary Contact Number.
- Alternative Contact Number.
- Other Notes.
These fields allow employees to update their emergency contact details and provide additional information where required.
Importing the Employee details update form
Download the Employee details update 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 details update form, review the template and customise it to suit your practice's employee administration requirements.
Reviewing the Form template
Before making the Form available to employees, review the employee information fields, address details, bank account fields, supporting document requirements, and emergency contact information.
- Update the practice name. The template includes the placeholder [Practice Name]. Replace this with your practice's name before using the Form.
- Check the field configuration. Some fields in the banking and emergency contact sections reference FYI standard fields that don't correspond to their displayed labels. Review the field mappings and update the configuration where required to ensure the Form collects information in the intended fields.
- Review the links to the Tax File Number Declaration and Superannuation Standard Choice Form to ensure employees can access the appropriate documents.
For more information on editing Form fields and configuration, refer to Creating templates for Forms.
When you've finished reviewing and customising the template, ensure the Filing Status is set to Active. Refer to Managing form templates for instructions on updating the template.
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.
Creating and submitting an Internal Form
Once the template is ready, employees can create an Internal Form using the Employee details update template.
To create an Internal Form, select + and then Form, choose the relevant Client and Employee details update template, confirm the filing details, and select Create.
Employees can complete the Form from the Form Preview drawer or select Open External to complete it in a separate browser tab. Select Save to retain changes before closing the Form.
The Form instructs employees to leave unchanged details blank. Employees should complete the relevant fields and upload any supporting documents required for their requested updates.
When the employee has finished providing their updated information, they can select Submit. The Form Workflow Status automatically changes to Submitted.
Refer to Creating and submitting internal forms for detailed instructions.
Reviewing employee information updates
After an employee submits the Form, the relevant team member can review the requested changes and any supporting documents.
Review changes to banking information, tax declarations, and superannuation details according to your practice's payroll and employee administration procedures before updating the relevant records.
Ensure access to submitted Forms and supporting documents is appropriate for the sensitive employee information collected.
Important: Submitting the Employee details update Form records a request to update employee information. It doesn't automatically update the employee's details in FYI or connected payroll systems. Practices must review and process the changes according to their internal procedures.
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.