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Employee onboarding form

For small teams and HR leads preparing for a new hire. It gathers what IT, the office and the manager need before the first day. Payroll and identity documents are left to the systems built for them.

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Copies the form into your account after you sign in with Google. You can change anything before publishing.

Employee onboarding form· preview, nothing is sent

Columns in your Google Sheet

Each response becomes one row with these columns.

_submission_id_submitted_at_form_versionLegal full nameName you'd like us to usePersonal emailMobileJob titleStart dateEmergency contact (name, relationship and phone)Which of these does your role need?Anything that would help your first week go well?I have read the staff handbook and the IT acceptable-use policy.

What this form asks, and why

  • Legal full namerequired Matches the contract and payroll records.
  • Name you'd like us to use What goes on the email account, badge and welcome message.
  • Personal emailrequired Their work account doesn't exist yet, so this is how you reach them.
  • Mobilerequired For first-day logistics such as where to park.
  • Job titlerequired Lets IT and the manager set up the right access.
  • Start daterequired Sort by this column to see who starts next and what's still missing.
  • Emergency contact (name, relationship and phone)required Relationship is included, so whoever calls knows who they're speaking to.
  • Which of these does your role need? Each choice is written by name, so IT can filter for 'Laptop' and order ahead.
  • Anything that would help your first week go well? Access or schedule needs raised now can be sorted before the desk is set up.
  • I have read the staff handbook and the IT acceptable-use policy.required Required, so it's always TRUE, and _submitted_at shows when. It's an acknowledgement, not an e-signature.

Fields people often add

  • Pronouns
  • T-shirt or uniform size
  • Dietary needs for the welcome lunch
  • LinkedIn profile

Common mistakes

  • Collecting tax or Social Security numbers and bank details here: send them through your payroll system and official forms (such as the US W-4 and I-9). In Australia, tax file numbers are covered by the Privacy (Tax File Number) Rule.
  • Sharing the sheet with the whole team: emergency contacts are personal. Share it with the people who set up the new starter, and nobody else.
  • No preferred name: the email address and badge are made with a name the person never uses.
  • Sending it on the first morning: equipment and access take days to arrange. Send it when the offer is accepted.

Share it or put it on your site

Publish to get a link on freelyforms.link, or embed it on your website. Responses go to your Google Sheet.

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