HR & recruiting
Employee onboarding form template
Everything you need before someone's first day, opening with a welcome video from the team.
- 8 questions
- about a minute
- Welcome screen
Free forever, with unlimited responses. No credit card.
What's in this template
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01 Statement
Welcome aboard!
Two minutes on how we work. Swap this video for your own before you share the form.
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What's your full name, as it should appear on your contract?
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03 Short text
And what should we call you day to day?
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Which day are you starting?
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Which machine should we set up for you?
Pick one
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Anything else for your desk?
Pick any, with “Other”
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07 Dropdown
T-shirt size, for your welcome pack?
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08 Long text
Anything we should know to set you up well?
Accessibility needs, dietary requirements, anything at all.
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Would you like a buddy for your first month?
Why these questions
The weeks before someone's first day decide how that day goes. This form collects what IT, facilities and their manager need, and it opens with something a spreadsheet can't: a welcome video from the team, on a statement screen before the first question. Swap the template's video for your own. Two minutes of real faces does more than any welcome email.
Then the practical part, in the order the answers are needed:
- Full name as it should appear on the contract, and a preferred name for everyday use. Asking both avoids a year of being called by a name they don't use.
- Start date, so everything is ready on the right day.
- Which laptop: Mac, Windows or Linux. IT needs this first, because hardware takes longest.
- Anything else for their desk, pick-any, from monitors to headsets, with "Other".
- T-shirt size for the welcome pack. It's optional, and it's small, but people notice.
- Anything we should know about accessibility needs, dietary requirements, anything at all. It's open and optional, which makes it easier to say something personal.
- Would they like a buddy for the first month.
Each answer can go straight to the team that acts on it. Use a webhook to open an IT ticket, or notifications to email the office manager.
Privacy: the start date is encrypted at rest when you turn on encryption, and you can delete responses after a set period once onboarding is done (a Premium feature).
Make it yours
- Welcome screen Opens with a title, a line of context and how long it takes.
- Design Your colours, font and corners, and a picture or video on any screen.
- Encryption Turn it on and personal answers are encrypted at rest.
- Email notifications Teammates hear about each response as it's completed.
- Webhooks Send every response to your own systems, signed.
- Embedding Put it on your site inline, as a popup or as a slider.
Questions people ask
When should I send the onboarding form?
As soon as the contract is signed, ideally two to three weeks before the start date. That gives IT time to order hardware.
Can I replace the welcome video?
Yes. The video is on a statement screen at the start. Paste a YouTube, Vimeo or Loom link, or a link to a video file. See design for pictures and videos.
Can different teams get the answers they need?
Send every response to a webhook and route the laptop question to IT and the access question to HR, or give each team access to the form's responses.
Is this form suitable for collecting bank or tax details?
We'd keep those out of it. Collect them through your payroll provider, which is built for that. Use this form for everything that makes the first day go well.
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