---
title: Questionnaires and forms
canonical_url: https://hrhive.co.uk/product/questionnaires/
content_type: product
summary: HRHive has a lightweight form builder with 19 field types and 20 built-in forms, from emergency contacts to incident reports. Every form works online and as a printable A4 form, and a completed form is filed on the person's record. It is not a survey tool and it does not score answers.
audiences:
  - employer
jurisdiction: uk
status: published
last_updated: 2026-10-05
---

# Forms you can fill in online or on paper, and keep on the record

> HRHive has a lightweight form builder with 19 field types and 20 built-in forms, from emergency contacts to incident reports. Every form works online and as a printable A4 form, and a completed form is filed on the person's record. It is not a survey tool and it does not score answers.

## What problem does this solve?

Small businesses run on forms: a new starter's details, an emergency contact, a holiday request, an incident report, an equipment sign-out. They arrive on paper, as photographs on a phone and as email attachments, and someone has to type or file each one. Months later nobody can find them.

## What HRHive does

- Builds forms from 19 field types: short text, long text, number, date, email, phone, address, yes or no, dropdown, radio, checkboxes, declaration checkbox, file upload, signature, information text, section heading, sort code, bank account number and National Insurance number.
- Starts you off with 20 built-in forms, listed below.
- Works online and on paper. Every form can be completed online or printed as a blank A4 form.
- Files the result on the record. A completed form is saved as an A4 PDF on the person's record.
- Updates the record from the answers, if you link a field to it: names, contact details, address, emergency contacts, date of birth, National Insurance number and bank details. Each change keeps its history, and bank detail changes wait for payroll to confirm them.
- Raises a case from the incident, accident, complaint, grievance and whistleblowing forms.
- Keeps versions. Change a form and its version number goes up. Archive a form and its past submissions are kept.
- Masks sensitive answers. A form's own copy never keeps a full sort code, account number or National Insurance number.

| Group      | Built-in forms                                                                 |
| ---------- | ------------------------------------------------------------------------------ |
| Onboarding | Employee Details, Emergency Contact, Bank Details, New Starter Details         |
| Employee   | Change of Address, Change of Bank Details, Probation Review                    |
| Absence    | Holiday Request, Return to Work                                                |
| Cases      | Incident Report, Accident Report, Complaint, Grievance, Whistleblowing Concern |
| General    | Policy Acknowledgement, Document Request                                       |
| Equipment  | Equipment Issued, Equipment Returned                                           |
| Leaving    | Leaver Form, Exit Checklist                                                    |

> **Forms, not surveys**
>
> HRHive does not run surveys, and it does not score answers. A form collects information about a person and keeps it on their record.

## How it works

1. **Start from a built-in form or create your own.** In Settings, open Forms and choose Create form. Name it, add fields in the order you want, add help text, and type the options for dropdowns, radios and checkboxes. A preview updates as you build.
2. **Set each field.** Mark it required, HR only, employee can edit or printable. If you want the answer to update the person's record, link the field to the part of the record it should update.
3. **Get it completed.** Send it to the person in a request, which is one email with a secure link and progress you can see. They can also start some forms themselves from the employee portal, such as reporting an incident or changing an address. Or print a blank copy, have it filled in by hand, and scan it to the person's documents.
4. **HRHive files it.** The completed form becomes an A4 PDF on the person's record. Linked answers update the record, and a case is raised for the forms that raise one.
5. **Change it safely.** Edit a form and its version goes up. Duplicate a form to start a variation. Archive one you no longer use, and its past submissions stay.

## What you see

In Settings, Forms lists every form by group with its description, and buttons to print a blank copy, duplicate it or edit it. The builder shows the fields on one side and a preview on the other.

**Forms** — Every form works online and as a printable A4 paper form.

- Employee Details, Personal details for the employee file. — Onboarding
- Emergency Contact, Who we should contact in an emergency. — Onboarding
- Return to Work, Return-to-work conversation after absence. — Absence
- Incident Report, Report something that happened at work. — Cases
- Site induction sign-off, Our own form: date, hazards covered, declaration and signature. — Your own

Print a blank copy, duplicate a form or edit it. Completed forms are filed on the person's record.

## The record it creates

A form is saved as a numbered version. Each completed form is a submission with its answers, filed as an A4 PDF on the person's record, where it sits with their other documents. If the form is linked to the record, the record shows the change in its history.

## Who can do what

Anyone with the right role can use a form. Only owners, admins and HR can build or change one.

| Role | What they can do |
| --- | --- |
| Owner, admin and HR | Build, edit, duplicate and archive forms, print blank forms, and send a form to anyone. |
| Manager | Sees the list of forms and can send one to someone on their team. Cannot build or change forms. |
| Employee | Fills in the forms they are sent, and starts some themselves from their portal, such as reporting an incident or changing their address. |
| Payroll or finance | Confirms the bank detail changes that arrive on forms. |
| Auditor | Read only access to forms. |

## What happens next

Completed forms appear in the person's personnel file. Forms that raise a case continue as a [case](https://hrhive.co.uk/product/incidents/). A form that has been sent and not completed shows on the person's Requests tab, and HRHive reminds the person before the due date. For what is still outstanding across the organisation, see [reporting](https://hrhive.co.uk/product/reporting/).

## Frequently asked questions

### Is this a survey tool?

No. HRHive does not run surveys and does not score answers. It is for forms about a person that you want to keep on their record.

### Can a form update the employee record by itself?

Only if you link a field to the record. Linked answers update the record and keep its history. Bank details are never confirmed automatically, because payroll confirms them.

### What happens to National Insurance and bank details typed into a form?

The form's own copy keeps them masked, and a draft never holds a full number. The full values go onto the person's record, where date of birth, National Insurance number and bank details are encrypted.

## About this page

- Last updated: 5 October 2026

## Related

**In HRHive**

- [Employee records and personnel files](https://hrhive.co.uk/product/employee-records/)
- [Onboarding new starters with one link](https://hrhive.co.uk/product/onboarding/)
- [Incidents and cases](https://hrhive.co.uk/product/incidents/)
- [Policies and acknowledgements](https://hrhive.co.uk/product/policies/)
- [Documents, versions and expiry dates](https://hrhive.co.uk/product/documents/)

**Templates**

- [Probation review form template](https://hrhive.co.uk/templates/probation-review/)

Canonical URL: https://hrhive.co.uk/product/questionnaires/
Start with HRHive: https://app.hrhive.co.uk/sign-in?next=%2Fnew%3Fhh_funnel%3Drecords%26hh_route%3Demployer%26hh_goal%3Dfirst_person_added%26hh_page%3Dproduct%252Fquestionnaires