Collect everything you need from new hires before their first day — personal details, emergency contacts, government ID, and signed documents — in a single secure form. No more chasing information by email.
An employee onboarding form is the handoff between "you're hired" and "day one." Between the signed offer and the first morning, HR needs a specific bundle of things from the new hire: their legal name exactly as it appears on their ID, a home address for payroll and equipment shipping, an emergency contact, a government ID, and a countersigned offer letter. Without a single intake point, that information arrives as a dozen scattered email replies, half of them missing an attachment. This template turns that chase into one link the new hire fills out once.
A well-built onboarding form is deliberately narrow. It asks for full legal name (not the preferred name you already know), personal email and phone so you can reach them before their corporate account exists, home address, job title, start date, and two emergency-contact fields. Two file fields do the heavy lifting: a Government ID that accepts JPG, PNG, or PDF, and a Signed Offer Letter locked to PDF or DOCX so nobody uploads a phone photo of a contract. The detail most teams miss is the open "Anything we should know before your start date?" box at the end — that is where accessibility needs, a standing-desk request, or a pre-booked vacation surface before they become a day-one scramble.
Send it the moment the offer is countersigned, not the week they start. Give it a real deadline ("please complete by [3 business days before start]") so IT can provision a laptop and the right T-shirt size ships in time. Turn on email notifications so each completed form pings HR, then work straight from the dashboard: every submission is one row, ID and offer letter downloadable inline, ready to file in your HR folder or export to CSV.
All fields are fully customizable — add, remove, or reorder after opening the template.
Payroll, tax forms, and benefits enrollment all key off the legal name, not the name on the offer email. The template's placeholder — "As it appears on your ID" — is there on purpose: it prevents the "Mike" vs. "Michael J." mismatch that stalls payroll setup weeks later.
The Government ID field accepts JPG, PNG, and PDF; the Signed Offer Letter is restricted to PDF or DOCX. Keeping the offer letter off image formats stops people from uploading a blurry phone snapshot of a contract, and both fields cap at 10 MB so a giant scan doesn't fail silently.
A file upload is far safer than asking a new hire to email a scan of their passport, which then sits unencrypted in two inboxes forever. Formiqa stores uploads on Cloudflare R2, encrypted at rest and downloadable only from your dashboard. Delete or archive the ID once you've verified it — don't keep it live longer than you need.
Trigger the form the day the offer is countersigned and give a hard date a few business days before the start ("please complete by Thursday so your laptop is ready Monday"). A vague "whenever you get a chance" is why HR is still chasing an emergency contact at 9am on day one.
The "Anything we should know before your start date?" textarea is optional but high-value. It surfaces accessibility needs, a wheelchair-accessible desk, a hearing loop, a pre-booked holiday, or a preferred keyboard — things a structured field never asks for but that ruin a first day if missed.
You already have their work email and role from recruiting. This form deliberately asks for a personal email and phone instead, because the new hire has no corporate account yet and you need a way to reach them the weekend before they start.
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