Free employee onboarding form template
Everything you need before day one, gathered once and gathered properly.
- 11 questions
- Multi-step
- Free, unlimited responses
Opens in your dashboard with the whole form in front of you. Nothing is created until you say so. Keep it, restyle it, or pick a different one.
Updated October 7, 2026
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What this new hire onboarding form asks, and why
Ask a new starter for everything once, properly, before their first day. Step one collects their legal name, the name they'd like to be called, a personal email and a phone number. Step two covers setup: a home address, their first day, which laptop they'd prefer, a T-shirt size and any dietary needs. Step three asks for an emergency contact and acceptance of the employee handbook. New hires can save their progress and finish later. Create the form from an HR account so the answers stay with HR, and export them to CSV for payroll and IT.
- Questions
- 11, 7 required
- Format
- Multi-step
- Theme
- Aurora, or any of 26
- Cost
- Free, no response cap
The 11 questions it asks
In order, with their field types and why each one is there. Pick one to see its screen above. Edit, reorder or delete any of them once it's yours.
The exact legal name for payroll and contracts, as it appears on their ID.
The name to use everywhere else: email signatures, introductions, the welcome message.
A personal address, because their work account does not exist yet.
For the first-day logistics and anything that changes before they start.
Where to send equipment and paperwork. Optional, since remote kit is not always posted.
Confirms the agreed start date, so IT and payroll work to the same day.
The laptop choice, early enough for the device to arrive before day one.
For welcome merchandise. Optional, and easy to remove if you do not send any.
For team lunches and events in their first weeks.
An emergency contact, which every employer needs before someone starts.
A consent checkbox confirming the details and accepting the handbook. Required, so nobody starts without it.
Built for these jobs, and easy to bend to yours
- New employee onboarding
- Contractor onboarding
- Pre-boarding packs
- Equipment ordering
Ways to adapt it
Contractor onboarding
Remove the laptop and merchandise questions, and add company name, rate and invoice email for freelancers.
With a photo
Add a file upload for a profile photo for the staff directory and their security pass.
Office or remote
Add a question about where they will work, and show the address question only to people working remotely.
How to get good answers from a new hire onboarding form
- 1
Send it as soon as the offer is accepted
Laptops and accounts take time to arrange. The earlier the form is back, the more likely everything is ready on day one.
- 2
Ask for each detail once
Collect everything HR, IT and the manager need in one form, so a new starter is not asked for the same thing three times.
- 3
Do not ask for what you already hold
If the offer letter already has their address or salary, leave those questions out. Shorter forms come back sooner.
- 4
Keep sensitive data out of email
Bank details and ID numbers belong in your payroll system. Use this form for logistics, and link to the secure system for the rest.
After you publish
Where the responses go next
Alert IT and the manager
On Pro, a webhook can pass each new starter's details to your HR system. Personal details should not go to a shared Slack channel.
Fill the onboarding tracker
On Pro, send each submission to a Notion database or Google Sheet that lists every starter and their setup status.
Store the record
Export to CSV for the personnel file. Responses stay in your dashboard until you delete them.
New Hire Onboarding Form: common questions
Still deciding?
Seven steps from an empty account to a published form.
What should an employee onboarding form include?
Legal and preferred name, personal contact details, start date, equipment preferences, an emergency contact and acceptance of the handbook. This template covers each in three short steps.
Can new starters save the form and finish later?
Yes. On multi-step forms like this one, a 'Save & continue later' button lets them leave and pick up where they stopped.
Should I collect bank details in this form?
No. Keep financial and ID details in your payroll system. This form is for logistics and the details HR needs before day one.
Can I require them to accept our handbook?
Yes. The final question is a required consent checkbox, and you can add more for other policies.
Can different teams see the answers?
On Business, teammates can be given roles to view responses. On other plans, share the export or route responses to your tools on Pro.
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