Help Center

The Forms Page Layout

The Forms page has a sidebar and a main panel with Templates, Pending, and Schedule tabs. The sidebar can be switched between an Employees view and an Events view, so you can look at forms by person or by event. The main panel shows your form templates as cards, and switches to show submissions when you drill into an employee or event.

One Form, Two Ways to Reach People

There is one kind of template — a form — but two ways it reaches someone, and the page includes a "How a form reaches someone" hint explaining exactly this. Assign it (from the Forms page) and it lands in that person's Forms list with an optional due date. Or attach it to a roster area, position, or shift (or to an event) and it becomes a task on the shift of whoever is rostered there — see "Shift Tasks" below.

Building a Form Template

Create a new form to open the form builder, where you add fields to define what you're asking for. Field types come in three groups: Input fields (Text, Textarea, Number, Date, Time, Email, Phone, Rating), Choice fields (Select, Radio, Multi-check, Checkbox, Yes/No), and Layout fields (Heading, Paragraph) for text the employee reads rather than fills in. Give the form a clear title and add your fields in order.

Information Sheets (Display-Only Forms)

A form made only of Heading and Paragraph fields is an information sheet — there's nothing to fill in, so it's delivered for reading and is never counted as pending or overdue. Use these for site instructions, contact sheets, or policy notices. On the web, links, email addresses, and phone numbers written in paragraphs become clickable automatically.

Building Forms with AI

The Forms page includes an AI chat assistant that builds a form from a plain-English description — for example "an incident report with the date, location, what happened, and a photo". You can also upload an existing document and the AI converts it into a form. The assistant is smart about intent: details you already provide (like a site contact's phone number) become display text for the employee to read, while genuine questions become input fields.

Previewing a Form

Click a template card to open a preview that shows the form the way it appears to an employee, rendered in a realistic phone-width frame. The preview is read-only. From the preview you can jump to Edit Template to make changes, or Assign to send it out.

Editing, Duplicating, and Deleting

Each template card has actions to assign, duplicate, or delete it, and you can open any template in the builder to edit its fields. Duplicating is handy when you want a new form that's similar to an existing one.

Assigning to Employees

Use the Assign action on a template to send it to employees — you can assign to multiple people at once, with an optional due date so employees know when it needs to be done. Once assigned, the form appears for those employees in the mobile app and on their dashboard.

Scheduling Assignments

The Schedule tab lets you set up recurring or future-dated assignments, so regular paperwork goes out automatically.

The Employee Details Form

The built-in Employee Details form (sent from the Management page's "Request Details" button) is a system form covering personal information, emergency contacts, tax and IRD details, KiwiSaver, banking, and work information. Its submissions appear on the Forms page like any other, so you can review what each employee entered.

What Shift Tasks Are

Attach a form to a schedule instead of a person and it becomes a shift task: whoever is rostered into the covered area, position, or shift gets the form as a task on that shift, in the app and in the "My Shift Tasks" section of their dashboard. Each person completes their own copy.

Attaching to Rosters, Templates, and Events

On the Rosters page, the header's "Forms" button opens a tray of draggable form chips — drop one on an area heading, a position heading, or a single shift cell; drops are sent when you save the roster and apply to that roster week only. On the Templates page, the same tray attaches forms as blueprints that become real shift tasks every time the template is published — perfect for recurring checklists. On the Events page, drag forms onto the event, an area, or a position.

Who Gets the Task

Shift tasks follow the schedule, not a fixed list of names: they resolve to whoever actually holds the covered shifts when the roster runs, so roster changes are picked up automatically.

Pending Forms

The Pending tab shows forms that are still outstanding so you can track who hasn't responded. You can sort pending forms several ways, including grouping them by event — event-linked submissions collect into a collapsible group per event, with non-event forms shown under "No event". Information sheets never appear here, since there's nothing to complete.

Viewing a Completed Submission

Open an employee (from the Employees sidebar view) or an event (from the Events view) to see their forms, then open a completed form to read the responses. Submissions can also be downloaded as PDFs for record-keeping.

Forms and Events

Switch the sidebar to the Events view to see events that have forms attached, along with how many responses are complete versus outstanding. Selecting an event shows each employee involved and the status of their forms, so you can chase up anyone who hasn't completed theirs before the event runs.

Build reusable templates for anything you collect regularly, and lean on the AI assistant to draft them quickly. Use due dates so employees know the deadline. Attach recurring checklists to templates so every published roster carries them automatically. Use information sheets for read-only notices instead of messaging attachments — they're tracked per person. And use the Events sidebar view to make sure every form tied to an event is completed before the day.