Here to Help: Implementing Top Form Features and Integrations for Your HR Team

Written by Jessica Haas on July 27, 2016

Posted in Here to Help, Human Resources

“Here to Help” is a support column written especially for Formstack’s awesome, loyal customers.

As someone who works in HR, you’ve got your work cut out for you. With all the employee data and signatures you need to gather and the interviews and onboarding you need to conduct, how can you find time to work on what really matters—like employee engagement and happiness?

Wading through the madness is easy if you have a good online data management system. By using a robust online form builder like Formstack, you can cut some serious time off your HR processes. You just need to implement a few key form features and integrations to get started.

In this post, I’ll walk you through some of our most popular form features and integrations for HR and how to set them up for your team.

Let’s hop to it!

1) Approval Workflow

If you’re tired of your HR workflow processes sucking up your time and disorganizing your team, stop right there. You can manage those job candidates or leave requests with Approval Workflow. With this handy feature, your HR team can standardize processes by setting up specific approvers for various form submissions. For example, a department manager can be set as an approver for submissions on a PTO request form. That department manager will be automatically notified via email when his or her approval is needed on a submission, and he or she can approve or deny on any device without logging into Formstack.

Sounds good, right?

To implement Approval Workflow, all you need to do is go to the Settings tab > Approvals and enter the email address of the individual you would like to add as an approver. When an approver has been added to a form, you may also include logic for that approver that dictates under which circumstances he or she will be required to approve submissions. Multiple logic rules can be added for a user by clicking the green “+” symbol next to each logic line to add more.

hr forms from Formstack

Click here for more details on setting up Approval Workflow.

2) Form Security

If you’re collecting a lot of sensitive employee information, you need to ensure that security measures are in place. Formstack makes it easy to protect your HR forms with multiple levels of protection.

With 256-bit SSL, you can secure your HR forms with the industry standard in browser security. But if that’s not enough, you can also password protect your forms to only allow certain individuals to view submission data. You can also encrypt the form data stored in the Formstack database and use PGP email encryption for any data that’s shared via email.

security options for hr forms

Setting up security with Formstack just takes a few clicks. Check out this video to learn more.

3) Google Sheets

Another classic HR hassle involves handling a large volume of information. Ensuring your data is updated across different systems can be a mind-numbing task, but not if you get your HR forms to do all the hard work for you. Our Google Sheets integration lets you connect your forms to your spreadsheets and update data fields in real time as form submissions pour in. This saves you a lot of headaches, since you will no longer have to do all that updating yourself.

hr solutions with Google Sheets integration

To implement the Google Sheets integration on your form, follow these steps:

  1. Go to Settings > Integration Hub > Documents and click the “Add” button next to Google Docs. This will add a “Google Sheets” tab below the “Integration Hub” tab, and you will be immediately redirected to login to your Google Docs app.
  2. Doing the above will open a new window for your Google Account, which requires you to choose the account you want to grant access to and then click the “Accept” button.
  3. Once you’ve granted access to Formstack, you will be redirected back to the integration settings, where you can choose the worksheet in Google Sheets that you want to populate. At this point, you can map each field on your form to a field on your sheet and switch the integration to “on” (top right corner of the settings).

4) Google Calendar

Finally, where would HR be without all the scheduling you have to do? From setting up interviews to scheduling onboarding meetings, you have to manage the time of a lot of different people. But scheduling can become super easy if you use your HR forms with Formstack’s Google Calendar integration. With this handy connection, you can quickly set up meetings and appointments by routing form submission data to the relevant Google Calendar.

formstack Google Calendar integration

Find more information on the Google Calendar integration.

HR can be really simple with just a few handy tools at your disposal. Want more ideas on how to use Formstack for your human resources department? Click below to learn how one company was able to save the need for over 2,000 hire request emails with just one form.