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Creating a Form in Hr Automation

Learn about the different form types available in Alkimii, how to create and manage your forms, and where to go next

What are forms?

Forms in Alkimii allow you to collect information from staff digitally — whether that is during onboarding, an absence, a return to work, or any other moment where you need a record of something. Once completed by the employee, the information feeds directly back into the system.

Forms are built in HR Automation and are sent to staff either individually or as part of a Pack, a collection of forms grouped together for a specific purpose.

The four form types

There are four types of form you can create in Alkimii. Each is designed for a different purpose:

Form Type What it is used for 
General Collect non-personal information. Note: This information may be helpful for compliance purposes, but will not update any profile data.
Profile  Collect important, personal information. This information must be reviewed and will affect profiles. This could be name, date of birth, emergency information, bank details or more.
Medical 
Collect medical and health information, collecting absence reasons. 
Request Signature 
Send documents for digital signing. This could be a contract, a terms of service policy or more.

For a detailed guide on building each form type, see the links at the bottom of this article.

How to navigate to Forms

  1. Open the menu and navigate to HR Automation — you can use the search bar to find it quickly.
  2. Your default view will be the HR Queue screen. To access forms, select Forms from the top navigation bar.

⚠️ Please note: The Forms tab is only visible to users with the appropriate permissions to create forms. If you believe you should have access but cannot see this option, please reach out to your management team to review your access rights.

How to create a new form

  1. In the top right-hand corner, click Create Form.
  2. A pop-up will appear. Start by adding a title for your form.
  3. Use the dropdown menu to select the form type you want to create. For more information on each form type, see the links at the bottom of this article.
  4. If this form is only for a specific site within your organisation, you can restrict it here.
  5. Click Save in the bottom right corner.

You will then be taken to the form-building page for the form type you selected.

Common features across all form types

Regardless of which form type you are building, a few things work the same way:

Sections Every form starts with a default section. You can rename this by clicking on the section title and typing your own. You can also add a short description to give the employee context. To add more sections, click Add Section at the bottom of the page. All sections will appear along the right-hand side of the screen, making it easy to navigate longer forms.

Restrict to site If your organisation operates across more than one site, you can restrict a form so it is only available at a specific location. This is set when the form is first created.

KPIs You can link KPIs to a form. This allows you to connect form activity to your organisation's performance tracking.

Builder view actions Once you are inside the form builder, the following actions are available in the top right-hand corner:

Action  What it does 
Send  Send the form directly to an individual, department, or site. A pop-up will prompt you to select a recipient.
Used in Packs View which packs this form is currently being used in. This option becomes available once the form has been saved.
Preview See how the form will appear to the employee. Please note that the preview will only reflect content that has already been saved, make sure you save before previewing.
Save  Save your form. The system will flag any unsaved changes as a reminder.

 

Managing your forms

Once a form has been created, you have a number of actions available to you. The action options will be dependent on your access level. These are accessible from the Forms list view:

Actions How to do it 
Send Click the send arrow to send the form directly to an individual, department, or site. A pop-up will prompt you to select a recipient.
Preview Click the preview icon to see how the form will look when it is sent out to an employee.
Edit Click the pencil icon to make changes to the form at any stage.
View History Click the clock icon to see the change log for this form,  including what was changed, by whom, and when.
Check Packs Click the document icon to see which packs this form is currently being used in.
Delete Click the red bin icon to delete the form.

⚠️ Please note: Deleting a form does not mean it is gone permanently. You can find deleted forms by using the Deleted filter in the Forms list view, and you can restore a form if it was deleted in error.

Next steps

Select the guide below for the form type you want to build: