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Admin Guide / Forms

Admin: Custom Forms Management

Complete guide to creating, distributing, and managing custom forms in CitoHR.

Overview

The Admin Forms section allows you to create custom forms with various field types, distribute them to employees, collect responses, and analyze form data. Custom forms can be used for surveys, feedback collection, compliance forms, onboarding paperwork, and more. This provides a flexible way to gather structured information from employees.

Prerequisites

  • You must have ADMIN role to manage forms
  • Custom Forms is a Pro feature - ensure your organization has Pro subscription

Accessing Forms Management

  1. Log in to your CitoHR account with Admin credentials
  2. Click on your organization name in the header
  3. Select "Resources" from the admin menu
  4. Click "Forms" from the Resources dropdown
  5. Or navigate directly to /admin/forms
Admin navigation showing Forms option
Navigate to Admin > Resources > Forms

Viewing Forms

See all forms in your organization:

  1. On the Forms page, you'll see a table listing all forms
  2. Each form shows:
    • Form name/title
    • Status (Draft, Published, Closed, Archived)
    • Response count
    • Created date
    • Actions (Edit, Distribute, View Responses, Analytics, Delete)
  3. Use the search bar to find specific forms
  4. Filter by status (Draft, Published, Closed, Archived)
Forms table showing all forms
View all custom forms and their status

Creating a Form

Create a new custom form:

  1. On the Forms page, click the "Create Form" button (usually top right)
  2. You'll be taken to the form builder
  3. Enter basic form information:
    • Form Title - Enter a descriptive title
    • Description - Add instructions or context for the form
  4. Add form fields by clicking "Add Field":
    • Select field type (Text, Number, Email, Date, Dropdown, Checkbox, Radio, File Upload, etc.)
    • Enter field label
    • Set if field is required
    • Add field-specific options (e.g., dropdown options, validation rules)
  5. Drag and drop fields to reorder them
  6. Click "Save Draft" to save without publishing
  7. Or click "Publish" when ready to distribute
Form builder showing field creation
Create custom forms with various field types

Distributing a Form

Send a form to employees:

  1. On the Forms page, find the form you want to distribute
  2. Click the "Distribute" button or icon
  3. The distribution dialog will open
  4. Select recipients:
    • All employees
    • Specific departments
    • Individual employees
    • Managers only
  5. Set a due date (optional)
  6. Add a message to include with the form
  7. Click "Distribute" or "Send"
  8. Recipients will receive a notification and can access the form
Distribute form dialog showing recipient selection
Distribute forms to specific employees or groups

Viewing Form Responses

See responses submitted by employees:

  1. On the Forms page, find the form you want to view responses for
  2. Click the "View Responses" or "Responses" button
  3. You'll see a list of all submitted responses
  4. Each response shows:
    • Employee name
    • Submission date
    • Status (Complete, In Progress)
    • Actions (View Details, Export)
  5. Click on a response to view the full submitted data
  6. Export responses to CSV or Excel for analysis
Form responses page showing all submissions
View and manage form responses

Viewing Form Analytics

Analyze form response data:

  1. On the Forms page, find the form you want to analyze
  2. Click the "Analytics" button or icon
  3. View analytics including:
    • Total responses and completion rate
    • Response trends over time
    • Field-level statistics
    • Response distribution for dropdown/radio fields
    • Average completion time
  4. Use analytics to understand response patterns and form effectiveness
Form analytics dashboard
Analyze form response data and trends

Editing a Form

Update an existing form:

  1. On the Forms page, find the form you want to edit
  2. Click the "Edit" button
  3. You'll be taken to the form builder
  4. Make changes:
    • Modify form title or description
    • Add, edit, or remove fields
    • Reorder fields
    • Update field settings
  5. Click "Save" to save changes
  6. If the form is published, changes will affect future responses

Closing a Form

Stop accepting new responses:

  1. On the Forms page, find the form you want to close
  2. Click the "Close" button or change status to "Closed"
  3. Closed forms no longer accept new responses
  4. Existing responses remain accessible
  5. You can reopen closed forms if needed

Deleting a Form

Remove a form from the system:

  1. On the Forms page, find the form you want to delete
  2. Click the "Delete" button or icon
  3. A confirmation dialog will appear
  4. Review the warning message carefully
  5. Click "Confirm" or "Delete" to proceed
  6. The form and all responses will be permanently removed

Best Practices

  • Use clear, descriptive form titles
  • Provide instructions in the form description
  • Keep forms concise to improve completion rates
  • Mark required fields clearly
  • Test forms in Draft status before publishing
  • Set appropriate due dates for time-sensitive forms
  • Review analytics to improve future forms
  • Export responses regularly for backup
  • Close forms when no longer needed

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