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Free HR Forms and Process Templates

Try these templates for new hire forms, time-off requests, mileage reimbursement and other common processes in your H.R. department.

Employee on-boarding workflow generates Government PDFs.


Generate Federal W-4 & I-9 and HR Review

These new hire forms collect employee information and an electronic signature online, validate it and then generate Federal W-4 and I-9 PDF documents automatically. After the new employee has reviewed and accepted the documents, the process routes to HR and finally emails copies to all parties.

Multiple languages ensure critical information is accurate.


Multi-language Emergency Contact form

Organizations such as a large school district often have constituents whose native language is not English. If forms are available in multiple languages, they're easier for parents to fill out and you're more likely to end up with accurate emergency contact information. PDF generation in multiple languages ensures that staff can also choose any language.

Vacation request form dynamically updates pick lists from Google Sheets.


Google Sheets Time Off Request Form

This leave request template connects to a Google Sheet. For demo purposes, it initializes a pick list with a list of valid users from the sheet. When you pick a user, it pulls the number of available annual, floating and sick days and dynamically sets up the relevant pick lists so the user cannot take more days of any given type then are available. The requesting employee signs the form electronically. The pick lists are enabled and disabled dynamically and the signature date is also auto-filled.

HR Departments are responsible for a wide variety of forms & processes for core functions like recruitment, on-boarding, training, employee termination, PTO handling etc. This paperwork is often responsible for as much as 40% of a typical HR employee's time. Digitizing these forms and automating the associated processes saves tons of time and lets HR people focus on managing talent instead of paperwork.

New Employee On-Boarding

On-boarding new hires is one of the most common H.R. functions performed at every organization. It's not uncommon for new hire forms to grow to 30-40 pieces of paperwork that must be filled out manually. It gets to be a tedious, error-prone and time consuming process. Electronic forms that can be filled in from home before coming onsite on any device speed up the process, eliminate errors and let H.R. employees focus on talent rather than paperwork.

Vacation/PTO forms

Everyone needs a break. Vacation request forms ensure that the company's policies and procedures are not bypassed, the necessary approvals are secured and managers and coworkers are aware of the scheduled PTO. Streamline the approval process using electronic forms that integrate with HR systems and databases, automatically fill in employee information, pull available PTO or sick days from the system and route electronically to the proper manager or department head as desired.

Emergency Contact forms

Emergencies are a fact of life and outside your control. What you can control is how prepared you are to respond to them. A basic requirement is to have contact information on file for every staff member, student and employee on site. Electronic emergency contact forms can be filled in any language, they're easy to update, collect needed information accurately and ensure that contact information is easily accessible when it's needed most – in an emergency.

Time-off request process routes to VP only under certain conditions.


Conditional Time Off Request Process

This is another very typical vacation request process. The online form pre-fills information, validates automatically, has dynamic behavior and is signed digitally. The system automatically routes it to the correct manager but, this time, if the number of vacation days is more than 5, it is routed to a VP for additional approval. All this happens automatically without the employee needing to manually email, track or chase down signatures. Once completed, the relevant documents are e-mailed to the requesting employee.

Employee on-boarding conditionally generates State W-4 PDFs.


Generate Federal & [conditional] State W-4

This on-boarding process shows conditional document generation. In addition to a Federal W-4, it generates either an NY or CA State W-4 depending on the state in which the employee resides. It collects only the relevant information reducing confusion and errors.

Multi-page contact, release and medical info.


Multi-page Emergency Contact Form

This example takes a long emergency contact form and breaks it up into multiple pages so that it's easier to complete. It walks parents/guardians step by step through multiple screens collecting needed emergency contact information along the way. As before, repeating sections and digital signatures keep the form short and eliminate any need to print. When completed, a copy of the PDFs is sent by email.

Electronic new hire process saves HR hours of valuable time.


Case Study: Presbyterian Manors of Mid-America

PMMA digitized their new hire forms using frevvo's visual forms & workflow software. The results speak for themselves: new hires and HR employees save hours, errors & omissions are eliminated and documents & data flow seamlessly to EDM and payroll systems.

Dynamic absence record flow integrates with Google spreadsheets.


Dynamic Absence Records with Google Sheets

This form is an administrative form that employees use to record absences during any given month. They fill it out once a month. The form demonstrates integration with Google Sheets by dynamically retrieving choices for a pick list and to fill out some fields. It also shows how frevvo forms allow you to show/hide sections, perform calculations and other dynamic behavior. As a result, the form is easier and faster to complete without mistakes.

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