The Top 5 Digital Forms for Human Resources
Simplify HR documentation with these digital forms for Human Resources
Human resource departments manage a variety of critical tasks – from hiring, to employee onboarding, to even payroll and performance management – all directly impacting business operations. Oftentimes, these responsibilities can be hindered by overwhelming paperwork, when relying on the use of paper forms. Traditional paper documents frequently create pile-ups for human resources teams, which ultimately results in detrimental delays and human errors.
By introducing digital forms into human resource departments, HR professionals can work more efficiently and streamline their day-to-day processes. With digital HR forms, users can complete forms on their mobile devices such as phones, tablets, and computers, and instantly submit their completed forms for review and processing. Since digital forms can be completed and reviewed in real-time, HR teams and professionals can work more efficiently and respond to potential prospects faster or handle internal matters more effectively.
Check out how these five digital forms for human resource departments are helping HR professionals streamline their day-to-day operations:
Job Applications
Depending on the company or the position, HR professionals can sometimes receive up to hundreds of applicants for one job posting alone, making it difficult to maneuver through every single application. By digitizing job applications, human resource departments can utilize various GoFormz features to help streamline and expedite the hiring process – freeing up time for HR professionals. By leveraging the Public Forms feature as well as Automated Workflows, HR teams can post a public link to an application on their website for applicants to fill out. Upon completing the application, the form will be submitted to HR teams for review and approval instantaneously, without having to do any rekeying or manual work to ensure data is being captured correctly.
A perfect example of this use case can be found in Prestage Farms, who utilize the GoFormz platform to streamline the processing of job applications and improve accessibility to applications. The Public Forms feature is used to easily and securely share digital forms with users outside of your GoFormz account, making it easier for HR professionals to capture data and spread the word about job opportunities. Prestage Farms posted a Public Form link to their digital job application to their website making it easily accessible. “Being able to put an electronic copy of our employment application on our website allows us to attract higher quality employees because we can reach people who already have a job, but want a different opportunity, Bradley Faircloth, IT Asset Management for Prestage Farms explained. “Whereas when relying on the employment security commission, oftentimes we were limited to the candidates that didn't have a job or experience. Now our recruiters can distribute our public share link to someone and direct them to our application to fill out anytime.”
New Hire Offer Letters
After going through rigorous interviews, human resource professionals can look forward to an exciting element of their job: presenting new hires with an offer letter. This chapter in a new hire’s journey is exciting, however, it can be the most stressful for human resource departments. Leveraging digital forms, offer letters can be equipped with various features and fields that can benefit HR departments such as: electronic Signatures, Automated Workflows, Public Forms, Timestamps, and more.
At GoFormz, our HR team leverages the platform to properly organize employee documentation from offer to onboarding and beyond. When an offer is made to a new employee, a Public Form link is shared with the new hire to sign and send back to our HR department. Upon completion, that form is automatically routed to HR as well as corresponding departments through Automated Workflows – eliminating the need for HR professionals to hunt down other team members with information and expediting the hiring process at the same time. This process is taken one step further by creating a naming convention for submitted forms, saving immense time and efforts for the HR team. This alone allows forms to automatically be organized into integrated platforms set by the default name, allowing HR professionals to access organized documentation on employees in real time and eliminating the need to reorganize documentation.
Paid Time Off (PTO) Requests
When submitting paid time off (PTO) requests there are various data points that employers capture. One of the top fields that are used for these forms are Drop Down menus in conjunction with Conditional Logic. For example, when selecting a reason for their time off request, an employee might choose a Drop Down item specifying their reason (e.g. vacation, sick leave) or a user could select an item labeled ‘Other’. If an employee selects ‘Other’, an additional field could automatically become Visible below and can be Required for employees to answer prior to submitting the document. Additionally, for better organization and a more automated workflow, PTO forms can be set up with Automatic Tagging so that submitted PTO requests can be labeled with an employee name or department and automatically routed to the corresponding folder for an effortless efficient process of tracking employee time off requests.
Employee Evaluation Forms
GoFormz makes it easy to improve performance management, track employee progress, and share performance reviews with the digital Employee Evaluation Form. Using Drop Down menus pre-filled with employee data, HR teams can instantly populate corresponding fields based on a selected value – ultimately expediting the evaluation process. Table and Checkbox fields can be used simultaneously to create a simplified, organized form with easy-to-reference data points for employees and employers to complete when conducting an evaluation.
Once forms are completed, the digital employee evaluation forms can be immediately stored in the Cloud – improving review accessibility and performance management. These evaluation forms can also be automatically organized using folders and tags to help simplify the review retrieval process as well.
Timesheets
Employee timesheets are a key piece of payroll and human resources, however, they can be a daunting task when utilizing paper forms. Keeping track of employee hours within a pay cycle can be challenging. Various time tracking solutions force companies of all sizes to choose between an option outside of their budget or to learn to adapt to an overly complicated solution that adds additional inefficiencies. GoFormz digital forms offer a simplified solution that is easily accessible and affordable – making tracking employee hours efficient through the use of mobile phones, tablets, and desktop devices.
Employee timesheets can be equipped with pre-populated fields, allowing employees to quickly and easily document their employee information based on the value of a corresponding field. Additionally, Automatic Calculations can be utilized in Table fields, creating an organized structure of data to easily look through. Within the Table, the last column can be added up to the bottom to provide the total hours worked alongside a pre-populated wage rate which can be used to calculate the final earned wage for the week. This functionality provides great value to various teams as it eliminates the possibility of human error while also expediting the billing and approval processing for HR and billing departments. Finally, digital employee timesheets can be equipped with Required electronic Signatures to guarantee employees, supervisors, and more the validity of timesheet details prior to submission.
Regardless if you are a team of one or large HR department or company, all HR departments can benefit from leveraging the GoFormz platform. By digitizing your paper forms, you’re not only saving immense time from your day-to-day processes but also eliminating room for error while enhancing communication and organization in everything that you do. To learn more about how GoFormz can enhance your human resource department check out you can leverage the form sharing feature to simplify HR documentation or see how digital forms can streamline the new hire onboarding process for HR departments.
