Staff move house, change phone numbers and swap emergency contacts, and the file is never updated. When something goes wrong, the number on record is the wrong one. I want each person to keep their own details fresh. This employee information form makes that easy.
What does it collect?
Name and preferred name, work email, phone, job title, department and work pattern. A mailing address and an emergency contact. A date for when a change takes effect, and a tick that the details are right.
What does it leave out on purpose?
Bank, tax and government ID numbers. Those belong in your payroll system, not in a form. It leaves out health details too. Keep the form to what you need to reach people and look after them at work.
How do people fill it in, and how do I use the rows?
An employee's AI might ask: "What name do you like to be called?" Then "Which phone number should we use?" Then "Who is your emergency contact?" It shows every answer and sends only after a yes. Read about agent-fillable forms. Ask staff to resubmit when anything changes, and keep the newest row per person. New starters can be set up with an employee onboarding form. Staff who suggest a friend for a job can use an employee referral form. Find more in forms for HR and recruiting.
Questions
Does it collect bank or tax details?
No, on purpose. Bank, tax and government ID numbers belong in your payroll system. This form covers contact details, role and an emergency contact only.
How do staff change their details later?
They fill it in again and mark what is changing. Sort the CSV by date and keep the newest row for each person as the current record.
Can I use it as an employee details form for new starters?
Yes. The first choice says whether it is a new starter or a change. Pair it with an onboarding form for equipment and access needs.