Gone are the days of scattered paperwork and endless email threads for routine requests. With our new Employee Forms platform, organizations now have a dynamic, centralized tool to digitize and simplify virtually any internal process—tailored to their unique operational needs.
Imagine this scenario:
An employee wants to request a flexible working arrangement (FWA) for the upcoming quarter. Instead of filling out a paper form or dealing with multiple email exchanges, HR can create a customized Flexible Working Arrangement Request form in just a few minutes. The employee submits their request digitally, and the platform automatically generates an audit trail with timestamps, ensuring no request is lost and eliminating the risk of data errors.
But the power of Employee Forms goes far beyond administrative updates. This adaptable platform can be configured for:
FWA (Flexible Working Arrangement)
Employee Details Update Request
Access Permission Statement
Feedback Surveys
Facility Bookings
And beyond – its modular design supports endless departmental needs
By replacing fragmented processes with a unified digital hub, organizations gain:
✓ Reduced administrative overhead
✓ Improved compliance (automated record-keeping)
✓ Faster turnaround times
✓ Customizable templates for any use case
Whether standardizing common requests or designing solutions for unique challenges, Employee Forms puts flexibility and efficiency in your team's hands.
Note: The Employee Forms feature is only available through the web portal and is not accessible via the mobile app.
Article Content:
Create Employee Form Template
Create Employee Form Template
Using your admin access, navigate to Employees > Form Templates > click +New Form Template on the top right corner of the page.
Please fill in the Form Information (form name and description) as this is mandatory to fill.
For the Header Options, you may select the fields (employees’ information) that you want to show in the Employee Form.
For the Field Options, please drag the options that you want to include in your Employee Form and drop them in the section area to format your employee form.
Click Submit to save the created employee form.
Important Note: To avoid page reset, please ensure you do not leave the page idle for more than 30 minutes. As a safety measure, we highly recommend saving your progress every 15 minutes by clicking the Submit button to prevent any loss of data during the employee form creation process.
You will be navigated back to the Form Templates page with a green prompt message confirming that the form is successfully created.
Sending Employee Form to Employees & Reviewers
To send the created Employee Form, navigate to Employees > Send Form
You can utilize the filter to locate the employees
Select the employee and click Send Form
You will be navigated to a new page showing below:
Further explanation for the fields is below:
Start Date = Enter the date (DD/MM/YYYY) from which the form can be filled in.
End Date = Enter the final date (DD/MM/YYYY) by which the form must be completed.
Form Template = Select the pre-configured template to send to employees.
Reviewer = Choose the designated reviewer for the submitted forms.
Apply to All button = Click this button to automatically apply the completed, keyed-in field values to all selected employees. Below a reference:
After all fields are filled in, continue to click the Submit button to send the form to the employees. A green prompt will show to confirm the successful sending, and the sent forms will be shown on the All Employee Forms page.
All Employee Forms
Navigating and managing employee forms has never been easier. This page provides a comprehensive overview of all forms sent to employees, allowing you to track key details at a glance. You’ll find:
Employee Information – Names of employees who received the forms.
Template Details – The form template used and its version.
Submission Timeline – Dates when forms were sent.
Completion Status – Whether reviewers have filled in their sections.
Actions – Options to view, edit, or delete forms as needed.
Overview
Navigate to Employees > All Employee Forms
You will be navigated to the Employee Form page.
Here is how the page looks if there is no template form sent to the employee yet
Here is how the page looks if you have sent the templates to employees
If an employee form requires modifications after submission, administrators can easily make the necessary changes by clicking the edit button. The system will automatically update to reflect the amended version information.
Accessing Employee Form As Employees
Important Note = Employee forms sent by the admin can only be accessed and viewed by employees through their Payboy Web Portal (https://payboy.biz/staff/login)
Employees must log in to their accounts via web portal > choose Employee Forms
Then choose either:
My Forms = Contains forms you need to fill in as an employee
Review Forms = Contains forms you need to complete as a reviewer
Feel free to contact us if you face any difficulties through the support chat icon on the bottom right of the screen or email support@payboy.biz. We will get back to you within 3 working days.