Classic form

New employee onboarding form

A new employee onboarding form collects everything payroll, IT and the manager need before a new starter's first day: legal name, contact details, right to work, bank and super details, the role, equipment and policy acknowledgements. This one is the single pre start collection for an Australian employer, ordered by who needs each answer, so the new starter types their address once instead of three times. It is a classic form, because people and culture reads the whole response in one pass and forwards each block to the team that owns it.

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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. If you would rather give any of this in person, ask your manager first.

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 *

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 each block of this onboarding form collects

Your details takes the full legal name as it appears on identification, an optional preferred name, date of birth, a personal email, a mobile and the home address. Right to work is a four option entitlement question and a required upload, with a paragraph above it naming who checks the document and when it is deleted. Pay and superannuation asks for the account name, BSB and account number, then whether the new starter has a fund of their own or wants the company default, with a table for the fund name, member number and USI. Your role confirms the position title, first day, manager and office. Equipment and access asks which systems are needed on day one, which machine and whether a work phone is needed, plus an optional workspace question. The last blocks cover dietary needs for the welcome lunch, four policy ticks and a signature confirming the details are correct.

Twenty of the twenty four fields are required

Only four are optional: the preferred name, the super fund table, the workspace question and dietary requirements. Everything else is something payroll or IT cannot do its job without, so a missing answer would only turn into a chasing email in the week before the start date. The super fund table is optional because a starter who chooses the default fund has nothing to put in it. Because the bank fields are required, a new starter who would rather give them in person has to type something, so tell them in the offer email that they can ring payroll instead and write that in the field.

How to adapt this form

For casual or seasonal staff, cut the equipment block to a single uniform size question and drop the welcome lunch, since the first shift is the induction. For a business outside Australia, replace the BSB and super questions with the local bank format and pension scheme, and swap the right to work options for that country's categories. For a role with a licence or clearance, add a second upload with its own paragraph above it saying who checks it, exactly as the right to work block does.

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 paragraph above the right to work upload says who looks at it and that the file is deleted once it is sighted. The paragraph above the pay block says the tax file number is collected on its own declaration after the start date. Both are written beside the fields, 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

Why does this onboarding form leave out the tax file number?

Because 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 in a paragraph 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 paragraph above the upload says exactly that: one person in people and culture checks it and the file is removed from the responses once the check is done. A response can be deleted from the responses table, so the promise on the form is one the employer can actually keep.

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.

Should an onboarding form ask what the person wants to be called?

Yes, and separately from the legal name. This form asks for the full legal name as it appears on identification, because payroll and right to work need it, then asks what you would like to be called. The second answer is what goes on the email signature, the desk and the welcome lunch list.

How much equipment detail belongs on an onboarding form?

Enough that day one works, and no more. This form asks which systems are needed on day one, which machine, and whether a work phone is required. Three questions let IT provision before the person arrives. A full asset catalogue belongs on the equipment request form the new starter will use in month two.

How long before the first day should the form go out?

Send it with the signed offer, or at least a week ahead. Payroll needs the bank and super details before the first pay run, and IT needs the systems and machine answers in time to build a laptop, which in this example takes until the Thursday before a Monday start. A form sent the day before leaves the new starter without access on their first morning.

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Sources

Written and checked by the OneCraft team. Last checked 29 September 2026.