Create and managing forms

Creating and managing Forms in Leapsome

Leapsome Forms allows you to create structured, customizable forms for various HR processes and workflows. With Forms, you can standardize data collection for development plans, performance improvement plans, onboarding processes, succession planning, budget requests, salary changes, and more. This ensures consistency across your organization while maintaining flexibility to adapt forms to your specific needs.

When to use Forms

Use Forms when you need to:

• Collect structured information from employees, managers, or HR teams
• Create standardized processes for development plans, performance improvement plans, or succession planning
• Manage budget requests, salary change proposals, or other approval-based workflows
• Track and document onboarding processes or other long-running initiatives
• Ensure consistent data collection across your organization with required fields and custom questions

How to create and manage Forms

Creating a new Form

Step 1: Access Forms settings

Navigate to 'Settings' > 'Automation' > 'Forms'. Click 'New form' to begin creating your form.

Step 2: Set up form basics

In the 'Basics' section, configure:

• Title: Give your form a clear, descriptive name
• Description: Add context about the form's purpose
• Type of form: Select from the following options to help organize and filter your forms:
  • Development plan
  • Performance improvement plan
  • Onboarding plan
  • Succession plan
  • Budget request
  • Salary changes
  • Other
• Owner(s): Assign one or multiple form owners
  • Form owners can manage all form settings and have full access to the underlying data
  • The default owner can be removed if there are additional owners
  • Super admins have default access to all forms

Step 3: Add form fields and questions

In the 'Form fields' section, structure your form:

• Create sections: Add sections with names and descriptions to organize your questions
• Add questions: For each question, configure:
  • Name
  • Description
  • Response type:
    • Text
    • Numerical
    • Date
    • Yes / No
    • Single choice
    • Multiple choice
    • Employee
    • Goals (allow participants to add goals - keep list empty by default)
    • Learning paths (allow participants to add learning paths - keep list empty by default)
  • Mark as 'Required': Check this box if the field must be filled before submission
• Question actions: Use the three-dots menu to duplicate or delete questions

Step 4: Configure participants and access

In the 'eligibility and access' section, define:

Form participants

Select who can have forms submitted for them:

• All employees
• Specific employees (filter by users, direct reports of, indirect reports of, teams, locations, level, or custom attributes)

Kickoff

• Self-initiated by the editor

Form closing rules

Choose how forms are completed:

• Completed automatically upon submission
• Needs to be closed manually by marking it as completed

Visibility and access

Define who can access forms and their permission level. For each role, select the appropriate access:

• Participants for themselves
• Managers for their direct reports
• Indirect managers for their indirect reports
• HRBP for people they manage
• Admins for all participants

Please note: Any approver will have default view access.

For each role, you can grant:

• View: Can only view the form on the user's profile (no access to comments)
• Comment: Can comment in the common section (view access is automatically checked)
• Edit: Can edit, submit, and delete the form (view access is automatically checked)
  • If there is an approval flow setup, editing re-triggers the approval flow

Step 5: Select notification settings

Enable or disable notifications of form submissions to select user roles, which are defined in these settings. 

The following recipient roles are available: 

• Participants
• Managers for their direct reports
• Indirect reports
• HRBPs for people they manage
• Admins for all participants
• Form owners
• Super admins

Step 6: Save and activate your form

• Click 'Save as draft' to save your progress without activating the form
• Click 'Save & activate' to make the form available

Please note: Once a form is active and receives responses, the questions tab will be locked. You won't be able to edit, add, or remove questions. This ensures data consistency and clean reporting. If changes are needed later, you can archive the form and create a new one from scratch or duplicate the current form.

Managing Forms

Viewing your Forms list

Navigate to 'Settings' > 'Automation' > 'Forms' to see all forms with:

• Form name
• Form description
• Form owner
• Number of submissions
• Form participants

Filtering and searching

Use the following filters:

• Search by name of the form
• Status: Active (default), Draft, or Archived
• Type of form
• Form owner

Form actions

Click the three-dots menu next to any form to:

• View
• Edit
• Duplicate
• Archive
• Delete

Viewing form submissions and details

Click on any form from the Forms list to view a detailed table with:

• Submission timestamp
• Participant name
• Submitted by
• Submitted for
• All question responses
• Form status:
  • Draft: The form has been started but not submitted (only visible to the participant)
  • Pending: Form is submitted and in the pending approval state
  • Active: Form is submitted, approved (if approval needed), and not an auto-closed form
  • Closed: Form is submitted and can no longer be edited
  • Rejected: Form is rejected; the user with access can re-submit it

Managing individual submissions

Use the three-dots menu to:

• View submission
• Edit submission (as a form owner, you can edit submissions - all users with view access will see the latest responses; approval flow is skipped for form owner edits)
• Delete submission

Filtering submissions

Filter form submissions by:

• Search by employee name
• Filter by users, direct reports of, (in)direct reports of, teams, locations, or custom attributes

Additional actions

• Click 'Edit settings' to modify the form configuration
• Use the three-dots menu to export form data

Forms with Approval workflows

Forms support approval workflows for additional oversight and control.

Approval flow behavior

• Forms do not have versioning - while a form is pending approval, all participants with access always see the latest version
• The UI displays a "Pending approval" label when applicable

One-off forms (e.g., budget requests)

• Approval flow triggers once when the form is initially submitted
• If approval is successful: form becomes completed
• If approval is rejected: form stays draft and can be edited and re-submitted

Long-running forms (e.g., development plans)

• Initial submission follows the same approval process as one-off forms but transitions from draft to ongoing status
• When updating an ongoing form: changes trigger a new approval flow
  • On approval: status remains ongoing
  • On rejection: status returns to draft