Employee Information Form
Core employee information form for personal details, role, bank details and next-of-kin records.
A ready-to-use human resources form for HR, people ops and hiring managers: 14 questions, 2 pages, 2 conditional rules.
- Questions
- 14
- Pages
- 2
- Layouts
- classic · card
- Conditional rules
- 2
- Typical time
- 5 min
Searches this template answers
- employee information form
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- employee details form
- employee record form
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- employee data form for HR
Also filed under
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.
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
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.
About this template
Every personnel file starts with the same basic record, and this form is built to capture exactly that: legal name, contact details, date of birth, job title and department, start date, and the payroll basics needed to set someone up correctly. It's the reference document HR pulls up to confirm details rather than a one-time onboarding checklist — so it's written to be reused whenever information needs updating, not just on day one. A next-of-kin section is included at a summary level, deliberately lighter than a full emergency-contact intake, because organisations that need the fuller version already have one. Bank details are captured for payroll setup with a note that sensitive fields should be handled per your organisation's data-security policy. This form sits apart from onboarding paperwork: New Employee Onboarding Form covers the first-week checklist of documents, equipment and system access, while this one is the ongoing personnel-record form HR uses any time employee data needs to be collected or corrected, whether for a new hire, a role change or an annual data-accuracy check.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
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
14 questions in total.
How the form changes as it's filled in
This template ships with 2 conditional rules, grouped into 2 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “Employment type”
- Hides questions
If “Employment type” is Contractor, the form hides “Bank account number”, so nobody answers questions that don't apply.
Driven by “Is this a new record or an update?”
- Reveals questions
If “Is this a new record or an update?” is Update to existing record, the form reveals “What is changing?”.
Set it up step by step
- 1
Reuse this for updates, not just new hires
The "new record or update" question at the top means one form covers both cases, cutting down on how many HR forms you need to maintain.
- 2
Keep bank details minimal
Only ask for what payroll actually needs, and store the responses per your data-protection policy rather than in a shared spreadsheet.
- 3
Hide fields that don't apply
Contractors don't need payroll bank details captured here if they invoice separately — the logic rule already hides that field for them.
- 4
Point people to the fuller emergency contact form when needed
The next-of-kin field here is a summary only; use the Emergency Contact Form when you need full medical and multiple-contact detail.
Mistakes to avoid
- Treating this as a one-time onboarding form instead of the living personnel record it's meant to be.
- Collecting bank details without a clear data-handling policy in place.
- Skipping the employment-type field, which makes it harder to apply the right payroll and benefits rules later.
What it pairs with
Most teams don't run this form on its own. These are the forms and systems it sits next to.
What to do with the responses
File the submission in the employee's personnel record and update payroll, benefits and access systems to match.
Works in both layouts
Forms that overlap this one
These pages cover the same subject ground as the employee information form, matched on the words people actually search for.
Staff Emergency Contacts
administratoremployeeemploymenthiringhr
New Employee Onboarding Form
detailemployeeemploymenthiringhr
Employee Timesheet Form
administratoremployeeemploymenthiringhr
Overtime Authorisation
administratoremployeeemploymenthiringhr
Timesheet Form
administratoremployeeemploymenthiringhr
Time Off Request Form
administratoremployeeemploymenthiringhr
Privacy & compliance
This form holds employee or applicant data. Route it to a named HR mailbox rather than a shared inbox, and keep the audit trail on so you can show who viewed each response.
Frequently asked questions
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.
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