Create New Hire Forms

Your company will most likely have several forms that new employees will have to fill out before or during the onboarding process. Usually, new employees fill out and sign a hiring contract before onboarding begins, then sign tax documents like a W-4 form and various other training documents during their first week.

Before creating your own new employee form, make sure to check with your HR managers to see if they have any existing forms for you to use. Some countries and states will have unique hiring documents too, so make sure to research that beforehand.

A common hiring form is a type of document that is often used when employees are first onboarded to a company. For example, a W-4 tax form is a common type of hiring form that many organizations use when new employees start.

Creating a smooth employee onboarding process is a breeze with Jotform.

Start by streamlining your company’s hiring paperwork. Your new hire will have to fill out a number of forms. From collecting the new employee’s tax and payroll information, emergency contacts, and other important details, it’s easy to get bogged down in the messy paperwork that comes with hiring someone new. However, that doesn’t have to be the case if you use Jotform for your onboarding tasks.

Make it easy for both new hires and HR by creating your onboarding forms with one of Jotform’s ready-made employee information form templates. Our templates can significantly cut down on the time it would take to build a new hire form from scratch. Our drag-and-drop builder also makes customization a breeze — add or remove form fields, change fonts and colors, integrate with other platforms, and more.

After you’ve created and designed your hiring forms, use Jotform Tables to track your new hires and ensure that they complete all your forms and training sessions.

You can use Jotform’s drag-and-drop builder to customize your new hire forms to suit your company’s specific requirements. Our form builder allows you to change fonts and colors, upload images and branding assets, add or remove form fields, and more. You can even integrate your new hire forms with trusted platforms, payment processors, and widgets to take your form to the next level.

You can also add advanced features like conditional logic, form translation, offline forms, and more to your new hire forms.

Yes, you can integrate Jotform with your existing HR software or workflows. First, make sure that the software you want to connect is listed among our integrations. Then, simply choose the form that you’d like to integrate and click on the integration in the Settings tab to set up the connection.

If you don’t have specific HR software yet, check out our HR-specific integrations to find one that works for your business or organization.

Ensuring that your new hire data is secure is a top priority for Jotform. All your forms are stored across a protected, 256-bit secure sockets layer (SSL) connection. You can also opt to encrypt your forms, so submissions are protected by a custom password only you know. Additionally, you can enable extra privacy and spam protection by backing up your new hire data, adding CAPTCHA fields, and more.

The number of forms and submissions you can have depends on which Jotform plan you have. If you have a free account, you will be limited to five forms.

To view your current plan and usage, select your avatar in the upper-right corner of any Jotform page. You can also view your stats on your Account Usage page.

To upgrade your account, visit our pricing page and see which plan works best for your business.

Yes, multiple team members can collaborate on filling out and reviewing new hire forms with Jotform Teams. With Teams, you can create a shared workflow where members can build new hire forms, tables, reports, and apps to work collaboratively online. As the admin of your account, you can set different roles and permissions for users to keep your data secure.

*Please note that multi-user collaboration is only available with a Jotform Enterprise account.

There are a few features you can add to your new hire form to prevent errors and incomplete submissions on your new hire forms.

The first method is setting a required field. When you add a new field on your form, it will be optional to fill out by default. This means that form respondents can submit their form response without filling out that field. If you want to require respondents to fill out the field, simply select the field in the Form Builder and click the gear icon to open the Properties sidebar. Under the General tab, toggle Required to “On” to make the field mandatory to fill out. This feature makes it easier to collect complete forms.

Jotform also allows users to customize form warnings to help guide respondents while they’re filling out the form. Personalized form warning messages prevent incorrect or incomplete answers like an invalid email address or an empty required field. To change your form warning messages, open the Form Builder and go to Settings at the top. Select Show More Options at the bottom and then select Edit next to Form Warnings. Use the search bar at the top to filter the warning messages and enter your new messages in the corresponding fields. Customize your messages to fit your new hire forms — add prescriptive language, use a casual or professional tone, and more. Once you’re finished, scroll down to the bottom of the page and select Save Changes.

Yes, Jotform offers features that assist with analytics and reporting so you can make the most of your new hire onboarding process. Check out these helpful features:

Form Submissions Tables

The easiest way to track new hire onboarding data is with Jotform Tables. Each form submission is automatically recorded in a dedicated spreadsheet in Tables for your convenience. To track submissions, go to your My Forms page and select the form you want to track. Click the Submissions button at the top to open a spreadsheet of all your form’s submissions. Here you can share, assign, view, and download form submissions.

Form Analytics

To make the most of your new hire form data, you can use Jotform’s built-in Form Analytics feature to see conversion rates, location data, submission statistics, and more. Track and manage new hire form data from your centralized Jotform account.

Visual Report Builder

Use Jotform Report Builder to generate professional visual reports from your new hire form submissions — no coding knowledge required. These reports are great for summarizing new hire entries, turning new hire data into shareable visuals, and more.