CitoHRCitoHR
Features / Custom Forms

Custom Forms

Complete guide to creating and using custom forms in CitoHR.

Overview

Custom Forms allow administrators to create tailored forms for collecting information from employees. Forms can be used for surveys, data collection, requests, and various other purposes. Employees can fill out assigned forms and submit responses.

Prerequisites

  • You must be logged in to your CitoHR account
  • Forms must be created and assigned by administrators
  • Admin role required to create custom forms

Accessing Forms

  1. Log in to your CitoHR account
  2. Click on Forms or Custom Forms in the main navigation menu
  3. You'll see a list of forms assigned to you or available to you
Forms page showing list of available forms
Access custom forms from the main navigation menu

Viewing Available Forms

See all forms you can fill out:

  1. On the Forms page, you'll see a list showing:
    • Form name and description
    • Status (Not Started, In Progress, Completed)
    • Due date (if applicable)
    • Assigned by (who created or assigned the form)
    • Submission status
  2. Click on a form name to open and fill it out
  3. Use filters to view:
    • All forms
    • Pending (not yet started)
    • In Progress
    • Completed
    • Overdue
Forms list showing all available forms with status
View all forms assigned to you with their status

Filling Out a Form

Complete a form that's been assigned to you:

  1. Click on a form from your forms list
  2. The form will open showing all fields
  3. Read the form instructions at the top (if provided)
  4. Fill in each field according to its type:
    • Text fields - Type your response
    • Text areas - Enter longer text responses
    • Dropdowns - Select from available options
    • Radio buttons - Select one option
    • Checkboxes - Select multiple options
    • Date fields - Click to open calendar picker, select date
    • Number fields - Enter numeric values
    • File upload - Click to upload files
  5. Required fields are marked with an asterisk (*) or red border
  6. Review all your entries
  7. Click "Save Draft" to save progress without submitting, or
  8. Click "Submit" or "Submit Form" to complete
  9. Once submitted, you may not be able to edit your responses
Form showing various field types filled out
Fill out forms by entering information in all required fields

Viewing Submitted Forms

Review forms you've already submitted:

  1. On the Forms page, filter by "Completed"
  2. Click on a completed form
  3. You'll see a read-only view of your submitted responses
  4. Review the submission date and any notes from administrators
Submitted form showing read-only view of responses
View your submitted forms to review your responses

Creating a Custom Form (Admin)

Build a new custom form:

  1. Navigate to Admin > Forms or Custom Forms
  2. Click "Create Form" or "New Form"
  3. Fill in form basic information:
    • Form Name - Enter a descriptive name
    • Description - Add instructions or context for the form
    • Category - Select a category (optional)
  4. Add form fields:
    • Click "Add Field" or "Add Question"
    • Select field type:
      • Text - Single line text input
      • Textarea - Multi-line text input
      • Dropdown - Select from options
      • Radio - Single choice from options
      • Checkbox - Multiple selections
      • Date - Date picker
      • Number - Numeric input
      • File Upload - File attachment
    • Configure each field:
      • Field label
      • Help text or instructions
      • Required/optional setting
      • Default value (if applicable)
      • Options (for dropdowns, radio, checkboxes)
      • Validation rules
    • Use drag handles to reorder fields
  5. Configure form settings:
    • Allow Draft Saving - Enable/disable draft saving
    • Allow Editing After Submit - Let users edit after submission
    • Due Date - Set deadline (optional)
    • Status - Set to Draft or Active
  6. Click "Save Form" to save as draft, or
  7. Click "Publish Form" to make it active
Create form builder showing field configuration options
Create custom forms by adding and configuring fields

Assigning Forms to Employees (Admin)

Assign forms to specific employees or groups:

  1. Navigate to Admin > Forms
  2. Find the form you want to assign
  3. Click the "Assign" button
  4. In the assignment dialog:
    • Select employees:
      • Individual employees (use checkboxes)
      • Entire departments
      • By role
      • All employees
    • Set due date (optional)
    • Add assignment notes (optional)
  5. Click "Assign Form"
  6. Selected employees will receive notifications about the assigned form
Assign form dialog showing employee selection
Assign forms to employees or groups

Viewing Form Responses (Admin)

Review submissions for a form:

  1. Navigate to Admin > Forms
  2. Click on a form to view its details
  3. Navigate to the "Responses" or "Submissions" tab
  4. You'll see a list of all form submissions showing:
    • Employee name
    • Submission date
    • Status (Submitted, Draft, Overdue)
    • Response summary
  5. Click on a submission to view full responses
  6. Export responses to CSV or Excel if needed

Screenshot Placeholder

Form responses list showing all submissions

/screenshots/docs/features/forms/viewing-form-responses/screenshot.png

View and manage all form submissions

Editing Forms (Admin)

Modify existing forms:

  1. Navigate to Admin > Forms
  2. Find the form you want to edit
  3. Click the "Edit" button
  4. Make your changes:
    • Add, remove, or modify fields
    • Update form settings
    • Change field order
  5. Click "Save Changes"
  6. If the form has already been assigned, employees may need to resubmit if significant changes were made
Edit form interface showing form builder
Edit existing forms to update fields or settings

Related Features

  • Onboarding - Forms can be used in onboarding processes
  • User Management - Assign forms to users from their profiles
  • Reports - Generate reports from form responses