Collect government ID via secure file upload
A file upload field with accepted types (JPG, PNG, PDF) is safer than asking employees to email scanned IDs. Formiqa stores uploads on encrypted Cloudflare R2 storage.
Free template · 12 fields included
Employee Onboarding Form Template
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.
No credit cardFree forever planCustomizable fields
Fields included
12 pre-built fields, ready to customize.
#
Field label
Type
Required
1
Full Legal Namee.g. As it appears on your ID
Short text
Yes
2
Personal Email Addresse.g. your@personal.com
Email
Yes
3
Phone Numbere.g. (555) 000-0000
Phone
Yes
4
Home Addresse.g. Street, City, Province / State, Postal Code
Short text
Yes
5
Job Titlee.g. e.g. Senior Frontend Developer
Short text
Yes
6
Start Datee.g. YYYY-MM-DD
Short text
Yes
7
Emergency Contact Namee.g. Full name
Short text
Yes
8
Emergency Contact Phonee.g. (555) 000-0000
Phone
Yes
9
T-Shirt Size
Dropdown
No
10
Government ID
File upload
Yes
11
Signed Offer Letter
File upload
Yes
12
Anything we should know before your start date?e.g. Accessibility needs, equipment preferences, etc.
Long text
No
All fields are fully customizable — add, remove, or reorder after opening the template.
Use cases
Who uses this template.
Startups formalizing HR processes
SMEs onboarding new hires without an HRIS
Remote-first companies collecting documents digitally
Agencies and studios onboarding contractors
Best practices
How to get the most from this form.
Send the form before the start date
Send the onboarding form at least one week before the employee starts. It reduces first-day administrative overhead and gives HR time to prepare.
Include an 'Anything we should know?' field
An open text field at the end catches accessibility needs, equipment preferences, or scheduling constraints that a structured form wouldn't otherwise surface.
Don't ask for information you already have
If you've already collected an email and role during hiring, pre-fill or skip those fields. Only ask for information you don't yet have.
FAQ
Common questions.
What should an employee onboarding form include?
A complete onboarding form should collect: Full legal name, Personal email, Phone, Home address, Emergency contact, Job title and start date, T-shirt size (if relevant), Government ID (file upload), and Signed offer letter (file upload).
Is it safe to collect government IDs through an online form?
Formiqa stores uploaded files on Cloudflare R2 — encrypted at rest and accessible only through your dashboard. For most onboarding use cases, this level of security is appropriate. For highly regulated industries, verify your compliance requirements.
Can I collect signed documents through this form?
Yes. The onboarding template includes a file upload for signed offer letters. For legally binding electronic signatures (eIDAS/UETA compliance), use a dedicated e-signature tool like DocuSign. For most startup and SME contexts, a signed PDF upload is sufficient.
Can I send this form to multiple new hires at once?
Yes. Share the same form URL with each new hire. Each submission is recorded separately in your dashboard, labeled with the employee's name and timestamp.
How do I manage document submissions from multiple hires?
All submissions — including uploaded files — appear in your Formiqa dashboard. You can view each submission individually, download files directly, and export a CSV of all metadata for your HR records.
Use this template for free.
All 12 fields included. Customize and publish in minutes.
Related templates
More templates you might need.
4 fields
Contact Form Template
Free contact form template with name, email, phone, and message fields. Ready to publish in seconds. No code required.
View template
7 fields
Job Application Form Template
Free job application form template with resume upload, position selection, and cover letter. No per-response fees. Collect applications without a per-submission invoice.
View template
12 fields
Vendor Application Form Template
Free vendor application form template. Collect company details, services offered, certifications, and supporting documents from potential vendors and suppliers.
View template