Upgrading your onboarding processes? You’re in the right place. A well-crafted new hire intake form can undoubtedly help you set up an onboarding process that allows new employees to transition into your company smoothly.
So, in this blog post, we’ll give you the step-by-step process for crafting an effective new hire intake form that not only saves time but also sets a positive tone for your new employees from day one. Sounds good? Let’s get into it!
What is a new employee intake form?
A new hire intake form is a document that employers use to gather essential information from their newly hired employees. Filling out this form is the first step in the onboarding process.
This form typically includes fields for collecting relevant data that help the company integrate the new hire into its systems and workflows. This data includes personal details, contact information, employment history, educational background, and any other relevant data.
The primary purpose behind having new employees fill out this form is to simplify the administrative aspects of onboarding by ensuring that all necessary information is gathered efficiently and accurately.
This helps ensure the smooth integration of the new employee into the organization and compliance with various legal and company policies.
How to create a new hire questionnaire with Google Forms
Step 1: Create a new Google Form
Go to your Google Forms.
Click on the ‘Blank form’ button to start a new form.
Give your form an appropriate title and offer a helpful description for the employees who will be filling it out.
Step 2: Add fields to enter personal information
Let’s start adding questions to gather personal information first.
Edit the untitled default question to collect the full name of your employee. Then click the button next to the question field to change the question format from the default ‘Multiple choice’ to ‘Short answer.’ Open-ended questions are great for collecting personal information from your new hire.
Next, click the ‘Add question’ button to introduce new questions to your form. Add more questions to gather personal information like:
- Date of Birth
- Home Address
- Email Address
- Phone Number
- Marital Status
- Nationality/Citizenship
- Preferred pronouns
Step 3: Add a place for emergency contact info
Now add questions to gather information about emergency contacts of your new hires like:
- Emergency Contact Name
- Emergency Contact Relationship
- Emergency Contact Phone Number
Add new questions to your form with the ‘Add question’ button and input your questions. The ‘Short answer’ question format would be most appropriate for the above questions.
Step 4: Give them a place for educational and work history
The next critical component of this form is your employee's education and work history. Consider adding a new separate section for each to your form.
To add a new section, click the ‘Add section’ button in the floating menu next to the question after which you want to add the section.
Add the new section, give it a title, and offer a brief description.
Enter separate questions for position/title, company name, dates of employment, and responsibilities. You can use the ‘Date’ question format for the ‘Dates of employment’ question. Repeat these questions to give your employee fields to enter all their work experience.
Next, you can add a section to gather the educational history. So, add another section to your form.
Add questions like the institution's name, dates attended, degree or certificate earned, and field of study in the same manner as you did for the ‘work history’ section.
Step 5: Allow new hire to ask their own questions
Now that you’ve gathered all the information you need from your new employee give them the chance to ask their own questions on your form.
Make a new section to separate it from the previous one. Encourage your new hires to ask any questions they may have in the description.
Add up to 3 questions in the ‘Paragraph’ format to allow room for your employee’s questions.
Step 6: Connect to onboarding spreadsheets
Once you have fields to collect all the relevant details, you can connect this form to your onboarding sheet. This way, your new hire's responses will be automatically inserted into your sheet. Learn how to put Google Forms responses into a Google spreadsheet.
Step 7: Create professional documents with Form Publisher
You can do one more thing to optimize your onboarding process. After the intake form has been filled, you can automate the creation of individual documents for each employee’s form. This way, you can have a PDF document that you can store with each employee’s official record.
All you need to do is download and add Form Publisher to your new hire intake form creation process. Form Publisher will now take the form responses or even the spreadsheet data and turn them into professionally designed documents to make your official record-keeping effortless.
Form Publisher allows you to create new hire intake forms with Google Forms
While you can make new hire intake forms with Google Forms alone, adding Form Publisher to the process can significantly speed up your onboarding and record-keeping. Form Publisher is a free add-on that helps you get the most out of Google Forms with features like automated document creation, approval workflows, and more to help with your administrative processes.
Try Form Publisher if you expect more out of Google Forms!