Custom Forms in HRStop allow HR teams and admins to design tailored data capture tools that support various HR processes. This article explains how you can use the Custom Forms module to streamline onboarding and offboarding processes with automated, configurable forms.
Why Use Custom Forms for Onboarding and Offboarding?
Custom Forms help standardize and digitize repetitive tasks involved in employee lifecycle management. Instead of relying on manual documentation or emails, HR teams can:
- Collect structured feedback and acknowledgements
- Track departmental clearances
- Facilitate smooth onboarding/offboarding journeys
- Record and store important compliance documents
Onboarding: Forms You Can Create
1. Onboarding Survey Forms
Gather feedback from new employees about their joining experience.
Recommended Fields:
- First Day Experience (Rating)
- Clarity on Role and Expectations (Dropdown: Yes/No/Partially)
- Suggestions for Improvement (Text)
2. Asset Acknowledgement Form
Capture confirmation from employees on receiving company assets like laptops, ID cards, etc.
Recommended Fields:
- List of Issued Assets (Checkboxes or Multiselect)
- Serial Number of Laptop (Text)
- Acknowledgement (Yes/No Dropdown)
- Digital Signature/Confirmation (Text Area)
Offboarding: Forms You Can Create
1. Departmental Clearance Form
Ensure proper handover by collecting clearances from IT, Admin, Finance, etc.
Recommended Fields (Multiple forms or one master form):
- IT Department Clearance (Dropdown: Cleared/Not Cleared)
- Asset Return Checklist (Text)
- Admin Clearance Notes (Text Area)
- Finance Settlements Done (Dropdown)
- HR Final Approval (Yes/No)
2. Exit Interview Form
Capture detailed feedback on the employee's experience, reasons for leaving, and suggestions.
Recommended Fields:
- Reason for Leaving (Dropdown: Personal/Salary/Manager/Relocation/etc.)
- What did you like most about working here? (Text)
- What could be improved? (Text)
- Would you recommend the organization to others? (Yes/No)
- Final Comments (Text Area)
How to Create These Forms in HRStop
- Navigate to: Control Panel → Custom Forms
- Click the + Add button to create a new form.
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Under the Configure tab, fill in:
- Title: e.g., "Exit Interview Form"
- Type: Choose relevant type (e.g., "Feedback Form")
- Description and Introduction
- Click Add
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Go to the Manage Fields tab and begin adding your form fields:
- Name (e.g., “Reason for Leaving”)
- Type (Text, Dropdown, Rating, etc.)
- Mark fields Mandatory as needed
- Click + Add
You’ll see a live preview of your form as you build it.
Downloading Custom Form Responses for Analysis
After employees submit responses:
- Go to : Control Panel → Custom Forms
- Select the relevant form (e.g., “Asset Acknowledgement”)
- Apply optional filters (by department, date, etc.)
- Click the dropdown next to Filter and choose Export
- The responses will download in .CSV format for reporting
Benefits of Using Custom Forms for Onboarding/Offboarding
- Centralized and digital documentation
- Faster handover and clearance tracking
- Better insights through structured data collection
- Reduces manual follow-ups and increases HR efficiency
- Supports compliance and audit readiness