Employee Information Form — shared by the community
Rachel O. shared this 14-question build with 2 conditional rules already wired up. Test it below, then take a copy.
A ready-to-use human resources form for HR, people ops and hiring managers: 14 questions, 2 pages, 2 conditional rules.
- Shared by
- Rachel O. · Events coordinator
- Questions
- 14
- Replies
- 7
- Copies taken
- 60
employee information form, employee information form template, employee details form, employee record form, free employee information form, employee data form for HR, employee information, employee information forms, employee information template, online employee information, employee, employees, information, informations, personal, details, records, hr form, hiring, recruitment, employment, staff, employee form, personnel, workforce, onboarding, human resources, employee information form example, shared employee information form
Live preview and test console
This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.
Page 1 of 2 — Personal details
1 question is hidden by conditional logic right now — change an answer above to reveal it.
Works for you? Take Rachel O.'s copy into your own workspace — questions, rules and settings included.
Who this template is for
Employee Information Form is built for HR, people ops and hiring managers who need to run hiring and internal people processes on one auditable record.
- HR, people ops and hiring managers working in human resources.
- Teams who need to run hiring and internal people processes on one auditable record without writing code or paying for a custom build.
- Anyone replacing CVs, requests and approvals scattered across inboxes with one structured record per enquiry.
- Respondents are candidates and employees — the form asks them 14 questions across 2 screens.
- Mobile-heavy audiences, thanks to the one-question-per-screen card layout.
Why this form is useful
It removes the cost of CVs, requests and approvals scattered across inboxes and turns each submission into a record your team can act on immediately.
- 6 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It collects a verified email address so replies and confirmations land.
- It captures a phone number for urgent follow-up.
- It pins the request to a specific date.
- It captures a full postal address.
- Conditional logic hides 2 questions until they are relevant — shorter forms convert better than long ones.
- Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.
- Every response is stored, searchable and exportable, so nothing depends on one person's inbox.
How to use this template
From copy to live form is a few minutes of work, and every step is reversible.
- 1Press “Use this template” — a fresh copy of Employee Information Form lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
- 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
- 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.
Logic and conditions blueprint
Exactly how this form behaves as it is answered — 2 conditional rules ship with it.
- Features conditional hiding: if “Employment type” is Contractor, “Bank account number” is removed from the form and is never submitted.
- Features advanced show logic: if “Is this a new record or an update?” is Update to existing record, the form dynamically exposes “What is changing?”. Otherwise that question never appears.
- All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
What this form asks
Page 1 — Personal details
- Is this a new record or an update?required
- What is changing?
- Full namerequired
- Date of birth
- Personal emailrequired
- Phone number
- Home address
Page 2 — Employment details
- Job titlerequired
- Department
- Start daterequired
- Employment typerequired
- Manager's name
- Bank account number
- Next of kin name and phone
Conditional logic in this build
- When “Employment type” is Contractor, hide “Bank account number”.
- When “Is this a new record or an update?” is Update to existing record, show “What is changing?”.
Questions about this shared form
How is this different from the New Employee Onboarding Form?
Onboarding is a first-week checklist covering equipment, system access and paperwork; this Employee Information Form is the underlying personal and payroll record that onboarding often references.
Should emergency contacts go here or on a separate form?
Use the summary next-of-kin field here for a quick record, but switch to the Emergency Contact Form when you need multiple contacts, medical notes and relationship detail.
Can this form be used to update existing records, not just new hires?
Yes — the first question routes to an update flow so returning employees or role changes can use the same form instead of a separate change-request document.
Is it safe to collect bank details through a form?
Only if your form platform and storage meet your organisation's data-security requirements; some HR teams prefer to collect payroll bank details through a separate secure system instead.
Is the Employee Information Form template free to use?
Yes. You can preview and test Employee Information Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.
What does the Employee Information Form template ask for?
It asks 14 questions across 2 pages, 6 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.
Can I edit the Employee Information Form form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this human resources form work?
2 conditional rules ship with the template: Features conditional hiding: if “Employment type” is Contractor, “Bank account number” is removed from the form and is never submitted. Features advanced show logic: if “Is this a new record or an update?” is Update to existing record, the form dynamically exposes “What is changing?”. Otherwise that question never appears. All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other. All rules are editable in the Logic tab.
Where do responses to the Employee Information Form form go?
Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.
Can I embed the Employee Information Form form on my own website?
Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.
More from the community
Quick Leave Request
One-screen holiday or absence request an employee can file from their phone.
Timesheet Form
Submit weekly hours by day with breaks, overtime, expenses and an approval signature.
Employee Timesheet Form
Collect weekly hours by day, with breaks, overtime, job codes and a supervisor approval step.
Employee Write-Up Form
Document a disciplinary incident with the facts, prior warnings, corrective actions and both signatures.
Training Evaluation Form
Post-course reaction and learning feedback with trainer ratings, confidence shift and manager follow-up.
Exit Interview Form
Structured leaver interview capturing the real reason for leaving, what would have kept them and rehire status.