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Creating and Managing New Joiner Form

Streamline your onboarding process using New Joiner Form feature from HRAny

Written by StaffAny
Updated today

Contents of this article are applicable to the following users

Product: HRAny

Platform: Web

Access Level: Manager/Owner

Hiring and onboarding new staff often requires collecting the same set of details before they officially join your company. With HRAny's New Joiner Form, you can create various forms according to roles, contract types and other organization needs for new hires to complete before adding them to your organization.

This guide will cover how to:

  1. Create a New Joiner Form

    1. Edit an Existing Form

    2. Archive and Unarchive an Existing Form

Create a new joiner form

HRs can now manage multiple new joiner forms in order to collect different information from the new joiners. We also recommend HRs to split the forms for different citizenships (e.g. citizens, PRs, foreigners). All fields included in the form are treated as mandatory for new hires to complete.

  1. Go to the HR tab.

  2. Click New Joiner Form from the left sidebar.

  3. Click Create Form.

  4. Enter Form Name.

  5. Select the fields you want new hires to complete. You can include fields from the following sections:

    1. General

    2. Payroll (shown only for organisations using PayrollAny in Singapore)

    3. Custom Fields (this is linked to the custom employee fields under Settings)

    4. Documents

  6. Click Save.

Once saved, the form will appear in the Active tab of the New Joiner Form list.

Edit an Existing Form

Only active forms can be edited.

  1. Go to HR.

  2. Click New Joiner Form.

  3. Find the form you want to manage.

  4. Click Edit to update the form name or selected fields.

If you are editing the form while a new joiner is filling it up, the saved changes after the editing process is done will be reflected in the forms already sent to new joiners, and they will be informed to fill up the changed fields.

Archive and Unarchive an Existing Form

Archived forms are moved to the Archived tab, and will not be available for selection during the onboarding process.

  1. Go to HR.

  2. Click New Joiner Form.

  3. Find the form you want to manage.

  4. Click Archive.

To restore an archived form:

  1. Open the Archived tab.

  2. Find the form.

  3. Click Unarchive.

Forms that are unarchived are put on the active tab and available for selection during the onboarding process.

FAQ

Q:Can I create a new joiner form without selecting any fields?

No. You must enter a form name and select at least one field before saving.

Q:Are fields in the new joiner form optional?

No. All fields included in the form are mandatory for new hires to complete. Some exceptions are:

When payment method is not bank transfer, then bank, bank account holder’s name, and account number fields are not mandatory

When other citizenship types are selected, the related fields regarding to the relevant citizenship types will be mandatory

Q:What happens when a new joiner form is being archived while it’s already sent?

The new joiners will not be able to submit the archived form

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