Viewing and managing Forms for your team

Viewing and managing Forms for your team

Leapsome Forms provides a structured way to collect and manage important information about your team members. Depending on your organization's settings, you may be able to view, comment on, or edit forms for your direct reports, supporting their development, performance improvement, and other HR processes. 

When to use Forms

Use Forms to:

• Support your direct reports' development plans and performance improvement plans
• Review and provide input on forms your team members have submitted
• Submit forms on behalf of your direct reports (if you have edit access)
• Track the progress of ongoing forms for your team

How to access and manage Forms

Viewing forms for your team

Access forms from the employee profile

Navigate to 'Company' > 'Employees' > select a team member > 'Forms' tab. Here you'll see all forms that you have access to for that employee, organized by:

• Ongoing: All draft forms and forms in progress
• Closed: Completed forms

Each form displays:

• Name of the form
• Type of the form
• Form status (Draft, Pending, Active, Closed, or Rejected)
• Submitted by
• Kicked off date
• Visibility

Understanding your access level

Your access to forms depends on your organization's settings. You may have:

View access

You can see the form on the user's profile but cannot make changes.

Comment access

You can add comments in the common section of the form. View access is automatically included.

Edit access

You can edit, submit, and delete the form. View access is automatically included.

Please note: If there is an approval flow setup, editing a form re-triggers the approval flow.

Working with forms

Viewing a form

Click on any form in the Forms tab to view:

• All questions and responses
• Form status and submission details
• Comments from other users (if you have comment or edit access)

Adding comments

If you have comment access:

1. Open the form you want to comment on
2. Scroll to the common section at the end of the form
3. Add your comment
4. Click 'Save'

Please note: All users with view access can see your comments.

Editing a form

If you have edit access:

1. Click the three-dots menu next to the form
2. Select 'Edit submission'
3. Make your changes
4. Click 'Submit' (if an approval flow is set up, this will re-trigger the approval process)

Please note: All users with view access will see the latest form responses after you make changes.

Creating forms for your team

Depending on your permissions, you may be able to create forms for your direct reports.

Creating a new form

You can create a form through:

• The global 'Create' dropdown > 'New Form'
• The employee profile actions button
• The 'Forms' tab on the employee profile

Follow the prompts to:

1. Select the form type
2. Select the employee the form is for
3. Complete the required fields
4. Save as draft or submit the form

Form statuses

As you work with forms, you'll see different statuses:

• Draft: Form has been started but not submitted
• Pending: Form is submitted and awaiting approval
• Active: Form is submitted, approved, and in progress
• Closed: Form is completed and can no longer be edited
• Rejected: Form was rejected during approval and can be edited and re-submitted