Digital new employee onboarding with modern forms

Onboarding a new hire is much easier with digital forms. From the job application to the new employee registration, online forms make the whole onboarding process clear, consistent, and easy for everyone. You can design one with Plumsail Public Forms in minutes.

In this article, I've collected the essential templates you need for a complete onboarding process. You can use them as they are, create your own versions from scratch, or even ask the AI chat in Plumsail Public Forms to adjust a form for you:

 

Ready? Let’s dive in.

  In this article:

• Online forms for employee onboarding
  • Job Application Form
  • New Employee Registration Form
  • Access Request Form
  • Non-disclosure Agreement Form
  • Training and Orientation Checklist Form
• Why Plumsail Forms for employee onboarding
• Create your first onboarding form today

 

Online forms for employee onboarding

Why use online forms for employee onboarding?

Online forms keep the process organized and easy to manage for everyone involved. Instead of juggling emails and documents, and chasing new hires with questions like, "Have you filled out this form?" or "Did you receive that email?", everything happens in one streamlined flow.

Here are a few practical benefits:

• complete forms remotely from any device
• no manual data transfer or email chains
• clear visibility into each onboarding step
• all information stored in one place

Most teams rely on the same key forms during onboarding. Here are the templates you can use right away or adapt to your process.

Job Application Form

The onboarding journey begins long before a person's first day—it starts with their job application form.

Using Plumsail Forms, you can design an engaging, branded application form for new employees that collects essential information:

 

You can extend this form with fields for availability, preferred start date, and a cover letter.

Tip: If you have a high volume of applicants, you can automate the process by analyzing submissions with AI tools and generating summary reports for recruiters.

New Employee Registration Form

Once an offer is accepted, the next step is to collect personal and administrative details using a new employee joining form.

A digital employee registration form online makes this process effortless for both HR and the new hire. Employees can complete it from any device, even before they have access to the company's network or internal systems.

 

If needed, you can include fields for emergency contacts, tax information, and bank details for payroll.

Tip: You can use the submitted data to automatically create all necessary employment documents in PDF format using Plumsail Documents. Here is a short video guide on how to set up the automation for SharePoint with Power Automate:

 

Access Request Form for new employee

After registering the new hire, IT and operations need to grant the right permissions and prepare necessary hardware. This can include email accounts, software access, laptops, and key cards.

Once the equipment and access request form is submitted, it can automatically create tickets, send notifications to the right teams, or start an approval workflow — keeping everyone aligned and reducing delays.

 

Non-disclosure Agreement Form

Before sharing internal data or client information, most companies require new hires to sign a Non-Disclosure Agreement(NDA).

Using Plumsail, HR can create an NDA form with built-in digital signatures. No need for printing, signing, and scanning—especially helpful when onboarding remote or hybrid employees.

 

Tip: Once signed, the NDA can be automatically saved as a PDF with Plumsail Documents and saved to any location.

Training and Orientation Checklist Form

The onboarding process doesn't end on day one—it continues as employees complete training and orientation tasks.

With the orientation checklist form, HR, the manager, and the buddy can clearly track progress and make sure each required step is completed on time.

You can also allow the new hire to edit their submitted form, so they can update the checklist as they move through their first days and weeks.

 

Why Plumsail Forms for employee onboarding

Plumsail Public Forms gives you a simple way to create clean, modern onboarding forms and share them with a link. You can build a form in minutes and make a solid first impression on a new hire.

A few things that help during onboarding

• Save submissions and file uploads straight to SharePoint or Airtable.
• Build workflows with Make, Power Automate, or Zapier.
• Collect handwritten e-signatures inside the form.
• Generate PDFs automatically with Plumsail Documents.

Together, these tools make it easy to support the entire onboarding process in one place.

Create your first onboarding form today

A modern onboarding flow shows new employees that your company values efficiency, clarity, and a thoughtful first experience.

With Plumsail Public Forms, you can design every onboarding form in a way that is clear, friendly, and fully connected to your systems. All submissions stay synchronized — no spreadsheets, no manual copying, no scattered emails.

Create a Plumsail account today and use the free plan to build and share your first employee onboarding form.