Onboarding Form Templates define exactly what a new employee is asked to review or complete when they first log in to Humanforce HR. A well-configured template means less chasing for your HR team and a smoother, more professional experience for your new starters.
This article covers:
- What is an Onboarding Form Template?
- Field visibility options
- Creating a template
- Onboarding a new employee
- Welcome email behaviour
What is an Onboarding Form Template?
An Onboarding Form Template controls which sections of the Humanforce HR profile a new employee is prompted to review or fill in when they first access the platform. You can have multiple templates for different employee types — for example, a full-time template and a casual template.
Field visibility options
- Required: The new starter must fill this in before they can proceed. Use this for critical fields like tax information or emergency contacts.
- Optional: Shown but not mandatory. The new starter can fill it in if relevant.
- Hidden: Not shown to the new starter at all. Use this for fields that HR will fill in separately.
Creating an Onboarding Template
1. Navigate to People >> Onboarding Form Templates or Settings >> All Settings >> Onboarding Form Templates.
2. Click Create Template.
3. Give it a clear, descriptive name — this is visible to everyone involved in onboarding (e.g. 'Full-Time AU Onboarding', 'Casual Starter Template').
4. Toggle Template Enabled off while you're building and testing. Turn it on when you're ready to go live.
5. Work through each section of the profile and set fields to Required, Optional, or Hidden.
6. Click Save. Your template is ready to use.
Onboarding a new employee
1. Navigate to People >> Onboarding >> Set up a new employee.
2. Enter the employee's personal details. You only need a Last Name and a unique Email Address to get started. Everything else can be filled in later.
3. We recommend using a personal email address so the new starter can complete onboarding before their work email is set up.
4. Tick Create a User Account (selected by default). Enter a unique username.
5. Choose an access type: Immediately grants full access right away. Custom Date limits access to onboarding only until the activation date — ideal for pre-start onboarding.
6. Tick Send Welcome Email and choose a password method.
7. Assign a Permission Group and fill in the job details.
Welcome email behaviour
- Custom Date + User sets password by email: Pre-start welcome email sent immediately. Password set email sent on activation date.
- Immediate + User sets password by email: Password set email sent immediately.
- Custom Date + Manual or No password: Pre-start welcome email sent immediately. Standard welcome email sent on activation date.