Employee onboarding form: be ready before the first day

A first morning goes wrong in small ways: no laptop yet, a missing chair, and nobody knew about the allergy. I want to ask the new person for these things before they arrive, in one friendly form.

How it works

The new hire gives their name, the name they like to use, personal email and mobile number.
They confirm their first day, job title, manager and where they will work.
They pick the equipment they need.
They share food needs for the welcome lunch and an emergency contact.
They ask questions and tick that they will read the handbook.

A short chat

"What name do you like to be called?" Then "Which equipment will you need?" Then "Who is your emergency contact?" The new hire's AI shows the answers and asks "Send it?" before anything goes out. See agent-fillable forms.

Good to know

Keep tax and bank details in your payroll system, not here. Count equipment in the CSV by start date. This also works as a new hire form for small teams. Keep records fresh later with an employee information form. Some new hires arrive through a friend, so an employee referral form belongs nearby. Browse forms for HR and recruiting.

Questions

Does it collect tax or bank forms?

No. Bank, tax and ID details do not belong in this form. Collect them through your payroll provider or a secure HR system, and use this one for the rest.

Can the manager fill it in for the new hire?

Yes, but it works better when the new hire does it. A new hire can give the form to their own AI agent, which asks for any detail it is missing.

How do I prepare equipment from the answers?

Download the CSV, filter by first_day and count the equipment_needs column. You then know how many laptops and screens to set up before the first week.

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Welcome! Help us get ready for day one",
  "description": "A few answers now mean your desk, your equipment and your welcome lunch are ready when you arrive.",
  "fields": [
    {
      "id": "new_hire_name",
      "label": "Your full name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "name_to_use",
      "label": "What should we call you?",
      "type": "short_text",
      "max_length": 100
    },
    {
      "id": "personal_email",
      "label": "Personal email",
      "type": "email",
      "required": true
    },
    {
      "id": "mobile_number",
      "label": "Mobile number",
      "type": "phone"
    },
    {
      "id": "first_day",
      "label": "Your first day",
      "type": "date",
      "required": true
    },
    {
      "id": "role_title",
      "label": "Your job title",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "line_manager",
      "label": "Who is your manager?",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "work_setup",
      "label": "Where will you work?",
      "type": "single_choice",
      "options": [
        "In the office",
        "Hybrid",
        "Fully remote"
      ]
    },
    {
      "id": "equipment_needs",
      "label": "Which equipment will you need?",
      "type": "multi_choice",
      "options": [
        "Laptop",
        "Second screen",
        "Headset",
        "Keyboard and mouse",
        "Standing desk",
        "Work phone"
      ]
    },
    {
      "id": "lunch_food_needs",
      "label": "Allergies or food needs for the welcome lunch",
      "type": "long_text",
      "max_length": 500
    },
    {
      "id": "emergency_person",
      "label": "Who can we call if there is an emergency?",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "emergency_person_phone",
      "label": "Their phone number",
      "type": "phone",
      "required": true
    },
    {
      "id": "questions_before_day_one",
      "label": "Any questions before you start?",
      "type": "long_text",
      "max_length": 1000
    },
    {
      "id": "handbook_read",
      "label": "I will read the staff handbook before my first day",
      "type": "checkbox"
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Welcome! Help us get ready for day one","description":"A few answers now mean your desk, your equipment and your welcome lunch are ready when you arrive.","fields":[{"id":"new_hire_name","label":"Your full name","type":"short_text","required":true,"max_length":150},{"id":"name_to_use","label":"What should we call you?","type":"short_text","max_length":100},{"id":"personal_email","label":"Personal email","type":"email","required":true},{"id":"mobile_number","label":"Mobile number","type":"phone"},{"id":"first_day","label":"Your first day","type":"date","required":true},{"id":"role_title","label":"Your job title","type":"short_text","max_length":150},{"id":"line_manager","label":"Who is your manager?","type":"short_text","max_length":150},{"id":"work_setup","label":"Where will you work?","type":"single_choice","options":["In the office","Hybrid","Fully remote"]},{"id":"equipment_needs","label":"Which equipment will you need?","type":"multi_choice","options":["Laptop","Second screen","Headset","Keyboard and mouse","Standing desk","Work phone"]},{"id":"lunch_food_needs","label":"Allergies or food needs for the welcome lunch","type":"long_text","max_length":500},{"id":"emergency_person","label":"Who can we call if there is an emergency?","type":"short_text","required":true,"max_length":150},{"id":"emergency_person_phone","label":"Their phone number","type":"phone","required":true},{"id":"questions_before_day_one","label":"Any questions before you start?","type":"long_text","max_length":1000},{"id":"handbook_read","label":"I will read the staff handbook before my first day","type":"checkbox"}]}'

JSON definition

json

{
  "title": "Welcome! Help us get ready for day one",
  "description": "A few answers now mean your desk, your equipment and your welcome lunch are ready when you arrive.",
  "fields": [
    {
      "id": "new_hire_name",
      "label": "Your full name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "name_to_use",
      "label": "What should we call you?",
      "type": "short_text",
      "max_length": 100
    },
    {
      "id": "personal_email",
      "label": "Personal email",
      "type": "email",
      "required": true
    },
    {
      "id": "mobile_number",
      "label": "Mobile number",
      "type": "phone"
    },
    {
      "id": "first_day",
      "label": "Your first day",
      "type": "date",
      "required": true
    },
    {
      "id": "role_title",
      "label": "Your job title",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "line_manager",
      "label": "Who is your manager?",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "work_setup",
      "label": "Where will you work?",
      "type": "single_choice",
      "options": [
        "In the office",
        "Hybrid",
        "Fully remote"
      ]
    },
    {
      "id": "equipment_needs",
      "label": "Which equipment will you need?",
      "type": "multi_choice",
      "options": [
        "Laptop",
        "Second screen",
        "Headset",
        "Keyboard and mouse",
        "Standing desk",
        "Work phone"
      ]
    },
    {
      "id": "lunch_food_needs",
      "label": "Allergies or food needs for the welcome lunch",
      "type": "long_text",
      "max_length": 500
    },
    {
      "id": "emergency_person",
      "label": "Who can we call if there is an emergency?",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "emergency_person_phone",
      "label": "Their phone number",
      "type": "phone",
      "required": true
    },
    {
      "id": "questions_before_day_one",
      "label": "Any questions before you start?",
      "type": "long_text",
      "max_length": 1000
    },
    {
      "id": "handbook_read",
      "label": "I will read the staff handbook before my first day",
      "type": "checkbox"
    }
  ]
}

Employee onboarding form for new hires