Staff Emergency Contacts
Workplace emergency contact form capturing primary and secondary contacts, relationship and medical notes.
A ready-to-use human resources form for HR, people ops and hiring managers: 11 questions, 1 page, 3 conditional rules.
- Questions
- 11
- Pages
- 1
- Layouts
- classic · card
- Conditional rules
- 3
- Typical time
- 4 min
Searches this template answers
Live preview and test console
This is the real form. Answer it to test the 3 conditional rules — nothing is sent or stored.
3 questions are hidden by conditional logic right now — change an answer above to reveal them.
What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.
Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.
Who this template is for
Staff Emergency Contacts 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 11 questions across 1 screen.
- 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.
- 5 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It captures a phone number for urgent follow-up.
- It pins the request to a specific date.
- Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
- 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 Staff Emergency Contacts 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 — 3 conditional rules ship with it.
- Features advanced show logic: if “Do you have a secondary contact?” is Yes, the form dynamically exposes “Secondary contact name”. Otherwise that question never appears.
- Features advanced show logic: if “Do you have a secondary contact?” is Yes, the form dynamically exposes “Secondary contact phone”. Otherwise that question never appears.
- Features advanced show logic: if “Do you have a secondary contact?” is Yes, the form dynamically exposes “Secondary contact relationship”. Otherwise that question never appears.
- All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
About this template
If something happens to an employee at work, this is the record that gets pulled first — a primary and secondary emergency contact, their relationship to the employee, and how urgently each one should be called. It's built as a standalone, focused form rather than one section buried inside a longer HR intake, so it's easy to send out on its own whenever contact details need collecting or refreshing, including as an annual check that records are current. A medical notes field is included for anything responders should know immediately, kept optional and worded so employees understand it's for emergency use, not a general health disclosure. The secondary contact section only appears once someone confirms they have one, which keeps the form short for the (common) case where only one contact is available. This form is intentionally narrower than the Employee Information Form, which covers the whole personnel record — here the only job is making sure that if a manager or first responder needs to reach someone urgently, the right name and number are on file and current.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
Emergency contacts
- Employee namerequired
- Department
- Primary contact namerequired
- Primary contact phonerequired
- Primary contact relationshiprequired
- Do you have a secondary contact?required
- Secondary contact name
- Secondary contact phone
- Secondary contact relationship
- Any medical conditions or allergies responders should know about
- Date confirmed
11 questions in total.
How the form changes as it's filled in
This template ships with 3 conditional rules, grouped into 1 behaviour driven by 1 question. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “Do you have a secondary contact?”
- Reveals questions
If “Do you have a secondary contact?” is Yes, the form reveals “Secondary contact name”, “Secondary contact phone” and “Secondary contact relationship”.
Set it up step by step
- 1
Refresh this annually
Emergency contact details go stale quickly; ask every employee to reconfirm or update this form once a year.
- 2
Keep the medical field optional and clearly scoped
Word it as for-emergency-use only so employees aren't hesitant to disclose relevant conditions.
- 3
Store it somewhere staff on the floor can reach quickly
A form response buried in an inbox is no use in a real emergency — export to whatever quick-access system your safety plan uses.
- 4
Don't make it part of a longer form
Keeping this as its own short form means people actually keep it updated, instead of it being one skipped section in a bigger document.
Mistakes to avoid
- Letting emergency contact records go years without being reconfirmed.
- Making the secondary contact required, which blocks employees who genuinely only have one contact to list.
- Storing medical notes in a shared, unsecured spreadsheet instead of a properly access-controlled record.
What it pairs with
Most teams don't run this form on its own. These are the forms and systems it sits next to.
- Employee Information Form
- New Employee Onboarding Form
- Employee Exit Clearance Form
What to do with the responses
File the confirmed contact details in the employee's record and make sure whoever manages workplace safety has quick access to them.
Works in both layouts
Forms that overlap this one
These pages cover the same subject ground as the staff emergency contacts, matched on the words people actually search for.
Emergency Contact Form
contactemergencieemergencyinformation
Employee Information Form
administratoremployeeemploymenthiringhr
Anonymous Employee Complaint Form
employeeemploymenthiringhrhuman
Employee Timesheet Form
administratoremployeeemploymenthiringhr
Exit Clearance Form
administratoremployeeemploymenthiringhr
Exit Interview Form
capturingemployeeemploymenthiringhr
Privacy & compliance
This form collects health information. Keep access limited to the people who need it, turn on encrypted answers for the clinical questions, and set a retention window so records don't sit in the dashboard forever.
Frequently asked questions
How is this different from the Employee Information Form?
Employee Information Form covers the whole personnel record with a brief next-of-kin field; this form is the focused, standalone version for emergency contacts and medical notes only.
Should this be filled out during onboarding?
Yes, alongside the New Employee Onboarding Form — send this one separately so it's easy to resend for annual updates without repeating the whole onboarding checklist.
What happens to this record when someone leaves?
Archive it as part of offboarding — see the Employee Exit Clearance Form for the rest of the leaver checklist.
Is the medical notes field required?
No, it's optional by design so no one feels forced to disclose health information; encourage completion but never require it.
Is the Staff Emergency Contacts template free to use?
Yes. You can preview and test Staff Emergency Contacts 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 Staff Emergency Contacts template ask for?
It asks 11 questions across 1 page, 5 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 Staff Emergency Contacts 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?
3 conditional rules ship with the template: Features advanced show logic: if “Do you have a secondary contact?” is Yes, the form dynamically exposes “Secondary contact name”. Otherwise that question never appears. Features advanced show logic: if “Do you have a secondary contact?” is Yes, the form dynamically exposes “Secondary contact phone”. Otherwise that question never appears. Features advanced show logic: if “Do you have a secondary contact?” is Yes, the form dynamically exposes “Secondary contact relationship”. Otherwise that question never appears. All rules are editable in the Logic tab.
Where do responses to the Staff Emergency Contacts 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 Staff Emergency Contacts 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.
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