Classic form

New employee onboarding form

Onboarding paperwork fails in a specific way: three teams each send their own form, the new starter fills in their address three times, and nobody has the one thing IT needed. This form is the single pre-start collection, ordered by who needs the answer rather than by how the questions feel. It is a classic form, because a right to work upload and a signature cannot be collected on a conversational one at all.

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Welcome screen of the new employee onboarding form example — The welcome screen respondents see first. The image was generated for this example.

The form itself

A static copy of the finished form, exactly as it renders. Nothing here can be filled in or submitted, so read it as a reference and build your own from the button above.

New starter details, Vantage Ridge

Everything payroll, IT and your team need before your first morning. It takes about fifteen minutes and it is the only form you will be asked to fill in before you arrive.

Your details

Full legal name, as it appears on your ID *

Title

First

Middle

Last

What you would like to be called

Date of birth *

Personal email *

Mobile *

Home address *

Street address

Unit or level

Suburb

State

Postcode

Right to work

Upload one document that shows your right to work: a passport, a birth certificate with photo ID, or a visa grant notice. It is checked by one person in people and culture, recorded as sighted, and the file is deleted from this form's responses once that is done.

Your work entitlement *

Citizen

Permanent resident

Visa with full work rights

Visa with limited hours

Proof of your right to work *

Click to upload

Max: 10MB

One PDF or photo, under 10 MB. A phone photo is fine as long as the whole document is in frame and the text is readable. Do not send a photograph of a screen.

Pay and superannuation

This form does not ask for your tax file number, and no form like it should. The tax office says plainly never to give a tax file number in a job application or over the internet, and it is collected on its own declaration once you have started. That link is in your welcome email. Anything below that you would rather give in person, leave blank and say so.

Account name *

BSB *

Account number *

Superannuation *

I have a fund and will name it below

Use the company default fund

Your super fund, if you have one

Fund name	Member number	Fund USI or ABN

Your role

Position title *

First day *

Your manager *

Office *

Equipment and access

Systems you will need on day one *

Email, calendar and chat, which everyone gets

The client records system

The finance system

Design and prototyping tools

Developer access to the code repositories

Not sure, my manager will confirm

Which machine? *

Standard laptop

Laptop with more memory for large files

A desktop, I work from one place

Do you need a work phone? *

Yes

No, I will use my own

My manager said yes

Anything that would make your workspace work better for you

The first morning

Your emergency contact is not collected here. It is asked on its own short form on your first morning, because it is the detail most likely to change and the one people are least likely to update inside a fifteen minute onboarding form.

Dietary requirements for the welcome lunch

Policies and signature

The four documents below are attached to your welcome email. Ticking here records that you have read them. Anything you disagree with is worth raising in your first week rather than not ticking, because the tick is a record of reading and not of agreement in principle.

I have read *

The code of conduct

The acceptable use and information security policy

The workplace health and safety induction

The privacy statement covering what happens to the details on this form

Sign to confirm these details are correct *

Signature is required

Every field, and what it collects

The complete field list, in the order respondents meet it.

Full legal name, as it appears on your IDNameRequired
What you would like to be calledShort text
Date of birthDateRequired
Personal emailShort textRequired
MobileShort textRequired
Home addressAddressRequired
Your work entitlementSingle choiceRequired: Options: Citizen · Permanent resident · Visa with full work rights · Visa with limited hours
Proof of your right to workFile uploadRequired: One PDF or photo, under 10 MB. A phone photo is fine as long as the whole document is in frame and the text is readable. Do not send a photograph of a screen.
Account nameShort textRequired
BSBShort textRequired
Account numberShort textRequired
SuperannuationSingle choiceRequired: Options: I have a fund and will name it below · Use the company default fund
Your super fund, if you have oneTable: Columns: Fund name · Member number · Fund USI or ABN
Position titleShort textRequired
First dayDateRequired
Your managerShort textRequired
OfficeDropdownRequired: Options: Head office, level 4 · Northgate · Fully remote · Split between head office and home
Systems you will need on day oneMultiple choiceRequired: Options: Email, calendar and chat, which everyone gets · The client records system · The finance system · Design and prototyping tools · Developer access to the code repositories · Not sure, my manager will confirm
Which machine?Single choiceRequired: Options: Standard laptop · Laptop with more memory for large files · A desktop, I work from one place
Do you need a work phone?Single choiceRequired: Options: Yes · No, I will use my own · My manager said yes
Anything that would make your workspace work better for youLong text
Dietary requirements for the welcome lunchLong text
I have readMultiple choiceRequired: Options: The code of conduct · The acceptable use and information security policy · The workplace health and safety induction · The privacy statement covering what happens to the details on this form
Sign to confirm these details are correctSignatureRequired

What makes this form work

It is ordered by who reads the answer

Identity, then payroll, then role, then IT, then the first morning. Each block is one team's section, which is what lets people and culture forward a single response instead of copying fields into three systems, and what stops the same address being asked twice.

The sensitive fields carry their handling rules

The right to work upload says who looks at it and when it is deleted. The pay block says the tax file number is collected elsewhere and invites anybody uncomfortable to leave a field blank and say so. Both are written at the field, not in a policy nobody opens.

The signature is the last thing, and it signs one specific claim

It confirms the details are correct, not that the policies are agreed to. The policy tick box does its own job above it. Keeping the two apart is what makes either of them worth anything if a detail turns out to be wrong.

Questions people ask

Should an onboarding form ask for a tax file number?

No. A tax file number declaration has its own official form and its own handling rules, and a general web form is the wrong place for the number. This one says so where a person expects to be asked, which is both safer and faster than collecting a number that then has to be re-entered into a payroll system anyway.

How do you collect proof of right to work without keeping it forever?

Collect it, sight it, record that it was sighted, and delete the file. The upload here says exactly that above the field, because the description on a file upload is one of only two field descriptions a classic form actually shows a respondent. A response can be deleted from the responses table once the check is done.

Why is the emergency contact missing from an onboarding form?

Because it is the detail most likely to be out of date within a year, and burying it at minute twelve of a long form is how it gets typed carelessly. It belongs on its own short form that can be resent every year without asking anybody to confirm their bank details again.

Can this form be limited to the person who was actually hired?

Yes. Switch the form from public to secret key and send the key in the offer email, or to login required with the new starter's address on the allow list. A form collecting a bank account and an identity document should not be sitting on an open link, and access is a publishing setting rather than anything in the form itself.

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Want the steps in the builder? Read Every form field and when to use it, then Control who can fill in your form. For everything this generator can do, see the form maker.