By integrating a form builder tool, you can request information from employees via a form before or after each assignment.

To use this functionality, you need the ‘Reporting’ add-on and an account for one of our supported form builders. Please ask our support team which form builders are currently supported.

In this article I learn about:

- How to define assignment reports for projects and events that employees must complete.
- How employees can recognise that they need to complete an assignment report.
- How to check which assignments have already had forms completed for them.

Go to:

• Add assignment reports to projects and events
• Checking the completed forms

To use the forms in Staffcloud, you must first set up the connection between Staffcloud and a form builder. Click here for instructions.

Add assignment reports to projects and events

With this integration, you can create forms in a form builder and save them in selected projects or events in Staffcloud so that employees can fill them out.

Please ensure that your forms meet all the criteria for reporting forms.

To add a form in Staffcloud to a project or event, select the desired items in the project overview and click on ‘Edit x events’ at the bottom of the screen. The project management for the selected projects and events will now open. Now switch to the ‘Reporting’ tab in project management.

Forms for the project can be defined on the left-hand side. These are automatically applied to all events in this project, including events added later.

Forms for the selected events (see filter icon to the left of the project title) can be added on the right-hand side. 

If forms have been defined at event level, the forms are not automatically applied to newly added events.

Multiple forms can be combined per event or project.

Use the ‘Select form’ field to select the form you want to save and click on ‘Add’. The configuration options for the form will now appear.

Each form can be filled out once per assignment. If the form may/should be filled out multiple times, tick the ‘Allow multiple entries’ checkbox. The ‘To be completed’ setting defines when a report should be submitted (before or after an assignment). The “Is Required” checkbox determines whether filling in the form is mandatory, and ‘Send reminder’ determines whether an employee should be automatically reminded to fill in the forms by means of a notification. 

Save your changes by clicking on ‘Save’.

The links to the forms are now displayed in the assignments of the project or events according to the form configuration.

Checking the completed forms

In Staffcloud, you can check whether the defined forms have been completed for each assignment in the ‘Work data’ tab. In the ‘Approvals’ column, you will find a form icon whose colour indicates the current status.

Clicking on the form icon displays details about the form, the settings and the time of submission in another window.

To view the details for multiple assignments in one step, select the relevant assignments using the checkboxes, click on the three dots next to ‘More’ at the bottom of the screen and select ‘View reporting forms’.

You can access the requested data directly via your Formstack account or via a specified storage location.