Onboarding isn’t as simple as it looks. For employees, it’s finding and filling endless documents, sitting through orientation, and figuring out the office dynamics (including where the much-needed coffee machine is).
For HR professionals and business owners, though, it’s wrestling with stacks of onboarding paperwork.
Surprisingly, 58% of companies admit they spend more time on processes and paperwork during onboarding than on the actual employee experience.
However, there is something that would make this process smoother and faster: employee information form templates that provide a framework for collecting data. These templates simplify data collection, organize employee records, and ensure all key information is ready.
In this article, we will share 16 free employee information form templates to help you fast-track your employee onboarding process. Let’s begin!
Free Employee Information Form Templates
- What Is an Employee Information Form Template?
- Key Components of an Employee Information Form
- How to Create and Use Employee Information Forms
- 16 Employee Information Form Templates
- 1. ClickUp Form Template
- 2. ClickUp Employee Evaluation Form Template
- 3. ClickUp Employee Feedback Template
- 4. ClickUp Internal Employment Form Template
- 5. ClickUp Employee Engagement Survey Template
- 6. ClickUp Workshop Application Form Template
- 7. ClickUp Interview Management and Report Template
- 8. ClickUp Job Application Form Template
- 9. ClickUp Employee Onboarding Template
- 10. ClickUp Employee Directory Template
- 11. HR Employee Information Form Template by Collage
- 12. CollageWord Employee Information Form Template by AIHR
- 13. PDF Employee Details Form Template by Charlie
- 14. Employee Referral Form Template by 123 Form Builder
- 15. Employee Health Information Form Template by 123 Form Builder
- 16. Employee Medical Consent Form Template by 123 Form Builder
Summarize this article for me pleaseWhat Is an Employee Information Form Template?
The chance of new hire data being scattered across emails and spreadsheets is quite high.
That’s why experienced HR teams rely on an Employee Information Form Template, a pre-designed document that simplifies collecting and organizing employee information. This form covers all the essentials: personal details, contact information, emergency contacts, job-related data, and, when necessary, educational background.
It also essentially eliminates the need to chase down the new joiners for missing information—just clean, standardized employee records right from the start.
Summarize this article for me pleaseKey Components of an Employee Information Form
The HR department is legally responsible for managing and protecting employee data; failing to do so can result in serious penalties.
The tricky part? Manually handling a large amount of employee information is no easy task and comes with plenty of challenges during onboarding.
Switching to an employee information form simplifies this process. It helps capture all the essential details about new hires, ensuring smooth onboarding and keeping employee records organized and easy to manage.
Here’s a quick breakdown of its key sections:
| Section | Details captured |
| Personal details | Full name, address, phone number, email, birth date, and nationality |
| Employment details | Job title, department, start date, supervisor’s name, and employee ID |
| Emergency contact details | Emergency contact name, phone number, relationship, and alternative contact |
| Tax and payment information | Bank account details, tax forms, salary structure, and benefits enrollment |
| Additional fields | Educational background, certifications, documents like passport or work permits |
Missing any of these can result in compliance headaches or payroll nightmares. That’s why a new employee information form template ensures everything is neatly organized, up-to-date, and accessible when needed.
Summarize this article for me pleaseHow to Create and Use Employee Information Forms
Whether you prefer manual methods or digital tools, there are ways to create an employee information form that works for you. Let’s break it down:
1. Google Forms
If you’re looking for something simple and free, Google Forms is your go-to. Here’s how to make it work:
- Start from scratch or use a template: Google Forms has ready-to-use templates for HR. Just tweak them to fit your needs
- Add your questions: Click the plus (+) button to add fields for personal details, start date, and anything else you need
- Customize your form: Adjust the theme, font, and colors to look professional. You can even add images or videos for fun (or clarity)
- Adjust settings: Protect responses and manage how data is collected. Link responses to Google Sheets for easy tracking and analysis
While Google Forms works, it’s not perfect—basic design and limited features might leave you wanting more.
Also Read: Top 9 People Management Software Tools
2. Spreadsheets
If you’re a fan of good old Excel or Google Sheets, you can build a manual employee information form:
- Add columns for full name, address, emergency contacts, and other essential employee records
- Share it with new hires to fill out or update directly
- Bonus: Use filters and sorting options to keep data organized and up-to-date
Manual? Yes. But effective for smaller teams.
3. ClickUp Forms: The smarter solution
Now, if you’re ready to ditch the clunky spreadsheets and take things up a notch, ClickUp is where it’s at.
ClickUp Forms collects your employee data and transforms it into action.
✨ Here’s how it works: ClickUp offers tons of ClickUp Custom Fields to match your needs.
Whether you’re asking for text responses, dropdown selections, or calendars for start dates, every question can have a field customized to the answer. So, employees fill out forms accurately while saving you the hassle of messy, inconsistent data.
But here’s where it gets even better—ClickUp automatically turns form responses into tasks.
Imagine a new hire filling out their form, and bam! A task is created for payroll to set up their salary account or IT to prepare their onboarding documents.
To keep things organized, ClickUp lets you add labels and responses directly into task descriptions, making tracking and managing requests easy. Instead of scrambling to find the right information, you can search, sort, and merge duplicate tasks in seconds.
Summarize this article for me please16 Employee Information Form Templates
Sure, you can create an employee information form from scratch, but why reinvent the wheel when you don’t have to?
Here are 16 flawless templates to make your HR life much easier.
1. ClickUp Form Template
Imagine a new hire’s first day is approaching, and you’re overwhelmed chasing basic details like their start date, emergency contacts, and banking info.
The ClickUp Form Template eliminates that stress by helping you create clean, organized forms in minutes. With ClickUp’s Custom Fields feature for everything from personal details to job specifics, it collects all critical employee information accurately and securely.
Better yet, responses are automatically sorted and ready for action—so you can skip the manual follow-ups and focus on a smooth onboarding experience for your new hire.
✨ Ideal for: HR teams managing employee onboarding and anyone looking to simplify collecting and organizing essential employee information.
2. ClickUp Employee Evaluation Form Template
Let’s be honest—employee evaluations can feel like a dreaded chore, both for HR and managers.
The process can sometimes become overwhelming, as employees deal with many documents, try to remember key performance milestones, and ensure fairness.
That’s where the free ClickUp Employee Evaluation Form Template comes in. It simplifies performance reviews with a structured, user-friendly format that captures everything you need—quickly and accurately.
The template makes it easy to gather valuable feedback, identify areas for improvement, and track individual progress over time. Custom Fields allow you to include details like job titles, achievements, and areas for improvement, ensuring consistent, fair, and focused evaluations.
✨ Ideal for: HR teams and managers looking to ease employee evaluations, improve performance tracking, and create a fair, consistent review process that actually benefits the team.
3. ClickUp Employee Feedback Template
Ever wonder what your team thinks about management, the work environment, or even those “perks” everyone keeps talking about? Honest employee feedback can make or break a workplace, but collecting it can be challenging, especially when the feedback is scattered and difficult to act on.
Instead, use the ClickUp Employee Feedback Template. This template simplifies the process of gathering and managing meaningful insights from your team.
With Custom Fields like Company Culture, Role Clarity, and Development Opportunities, you can address daily challenges and improve your team satisfaction. That’s not all
🍪 Bonus: Powerful visualizations also allow you to track employee sentiment over time, helping you spot patterns and act quickly before minor concerns become bigger problems. By centralizing feedback in one place, this template encourages open, structured conversations that build trust between employees and leadership.
✨ Ideal for: HR teams and managers looking to foster transparency, track team sentiment, and build a thriving, trust-filled work culture.
4. ClickUp Internal Employment Form Template
Filling open positions internally is a win-win—it saves time and resources and shows your team you value their growth. The only challenge is gathering all the employee information, verifying roles, and managing applications manually, which can feel like shuffling an endless pile of paperwork.
That’s where the ClickUp Internal Employment Form Template steps in to save the day.
This template simplifies the internal hiring process by helping you quickly and accurately collect critical data, such as employee records, current roles, and relevant skills.
With everything digitized and centralized, you avoid mix-ups, ensure compliance with hiring policies, and give employees a smooth, stress-free experience.
✨ Ideal for: HR teams looking to smoothen internal recruitment, track applications seamlessly, and maintain accurate, compliant employee records.
5. ClickUp Employee Engagement Survey Template
According to the latest Gallup report, 51% of employees feel disengaged. That’s over half your workforce feeling disconnected, unmotivated, or trudging through their daily tasks.
With proper tools like the ClickUp Employee Engagement Survey Template, you can gather real insights into employee satisfaction and company culture.
This template helps you create targeted surveys with custom questions that determine how your team feels. Whether you’re evaluating job satisfaction, workplace conditions, or team morale, it captures all the softer things that go ignored at the workplace.
The best part? The responses are centralized and ready for analysis, so you can spot trends and identify areas for improvement.
✨ Ideal for: HR professionals and team managers who want to measure engagement, track improvements over time, and build a happier, more productive workforce.
6. ClickUp Workshop Application Form Template
Planning a workshop can be exciting—until you’re drowning in applications and have no organized way to manage them.
The ClickUp Workshop Application Form Template simplifies the process by helping you collect and manage ‘attendees’ information quickly and efficiently.
Instead of navigating scattered emails or mismatched forms, this template centralizes key information, such as names, contact details, and workshop schedules, in one easy-to-access place.
Here’s how it works: Custom Fields allow you to tailor the form to your needs, ensuring you gather only relevant details from attendees. Statuses like “In Review” or “Approved” make it simple to track progress.
✨ Ideal for: HR teams, event planners, or managers looking to streamline attendee registration and workshop organization with minimal effort.
7. ClickUp Interview Management and Report Template
According to recent data, a typical corporate job opening receives an average of 250 applications—and let’s face it, managing that volume of candidates without a proper system invites chaos.
The ClickUp Interview Management and Report Template takes the guesswork out of the process.
It gives you a single, organized space to track applicant information, schedule interviews, and collect feedback from multiple interviewers.
With everything centralized, team members can easily access candidate evaluations, compare notes, and provide structured feedback in real time.
✨ Ideal for: HR teams and recruiters need a streamlined system to organize interviews, track feedback, and make confident hiring decisions without missing details.
8. ClickUp Job Application Form Template
Sorting through job applications is time-consuming and can get messy quickly if you’re not organized. The best move here would be to use the ClickUp Job Application Form Template.
It simplifies the hiring process by allowing you to quickly and consistently collect key information from every applicant, such as personal details, educational background, and previous employment history.
With all applications stored in one centralized location, you can say goodbye to paper trails and scattered emails. The template makes tracking and reviewing candidates a breeze, helping you stay focused on identifying top talent rather than drowning in admin work.
In addition, it provides a user-friendly experience for applicants, showing that your company values efficiency and professionalism from the outset.
✨ Ideal for: HR teams and hiring managers who want to streamline the job application process, organize candidate data, and effortlessly attract the best talent.
9. ClickUp Employee Onboarding Template
If you feel like too many things are on your plate when onboarding new employees, the ClickUp Employee Onboarding Template is your best ally.
With this template, you can create and organize detailed onboarding checklists, covering everything from introductions to role-specific training to ensure nothing is missed.
Schedule start-date meetings, assign essential tasks, and guide new hires in knowing their teams and the company culture.
Moreover, everything is coordinated in one place, making it easy to track progress and ensure every new hire has the tools and key information they need to hit the ground running.
✨ Ideal for: HR teams and managers looking to streamline onboarding, keep employee information organized, and help new hires feel informed and connected.
10. ClickUp Employee Directory Template
We know the struggle—it’s your coworker’s birthday, and you’re trying to send a cake, but tracking down their contact details is a challenge you never prepared for.
The ClickUp Employee Directory Template eliminates that hassle by giving you a single, organized hub for all employee information. Whether you’re looking for someone’s email, job role, or figuring out who’s in which department, this template has you covered.
How it works: Its easy-to-use search capabilities allow you to access up-to-date records quickly, check who’s in the office, and see how teams are structured.
Plus, it’s perfect for new hires getting to know the team or anyone who needs a quick contact lookup without sending “Who’s handling this?” messages.
✨ Ideal for: HR teams, managers, and employees looking to centralize employee records, improve communication, and keep everyone connected with ease.
11. HR Employee Information Form Template by Collage
via Collage
Keeping accurate, up-to-date employee records is a legal requirement for every employer. The HR Employee Information Form Template by Collage makes it easy to manage all kinds of data, from personal information to wage details and start dates.
This free form ensures you gather everything from employee names and residential addresses to wage rates, benefits, and even leave of absence details.
Plus, with legislation requiring employers to retain certain employee records for specific timeframes—even after an employee’s departure—having everything neatly organized from the start can prevent potential liability later.
✨ Ideal for: Employers and HR professionals looking for a clear, compliant way to collect and manage employee information while ensuring they meet record-keeping regulations effortlessly.
12. CollageWord Employee Information Form Template by AIHR
via AIHR
Did you know that failing to collect employee information accurately and on time can result in payroll errors costing over $600 per incident?
To avoid this financial hit, CollageWord’s Employee Information Form Template by AIHR offers a better way to manage new employee information from day one.
This form is a comprehensive snapshot of an employee’s personal and job-related details, from start dates to emergency contacts and wage rates.
This tool simplifies administrative tasks and keeps your employee records organized, secure, and up to date. It offers free, customizable templates in PDF and Word formats.
✨ Ideal for: HR teams and employers who want an efficient, compliant solution to collect and manage employee information during onboarding.
Also Read: 10 Best Employee How to Conduct New Hire Onboarding Surveys (Questions + Template) Software Tools
13. PDF Employee Details Form Template by Charlie
via Charlie
Onboarding a new hire is exciting, but not without Charlie’s PDF Employee Details Form Template, which helps you gather all the employee information.
The template is designed for pre-employment checks before the first week. You can collect critical details like right-to-work information (passport and national insurance numbers) before the employee’s date of employment, ensuring legal compliance from day one.
Then, during the first week, tie up the loose ends by gathering emergency contact details, personal email addresses, and even dietary preferences.
While more advanced employee record tools exist, this PDF template is a cost-effective, simple solution for businesses not ready to invest in software.
✨ Ideal for: Small businesses or HR teams looking for an affordable, straightforward way to collect and manage essential employee information during onboarding.
14. Employee Referral Form Template by 123 Form Builder
via 123 Form Builder
Hiring top talent isn’t easy, but your best recruiters are likely sitting right in your office: your employees. The Employee Referral Form Template by 123 Form Builder makes it effortless for teams to recommend stellar candidates.
Here’s how it works: This customizable form collects all the essential employee information and candidate details, such as job positions being applied for, and supporting files like resumes.
No coding is required—just drag, drop, and design the form to match your company’s needs. You can publish it via secure links, embed it on your website, or share it across platforms like Facebook or WordPress.
Once submitted, all referrals are stored in a secure online database for easy review. Access data through a centralized dashboard, export it to CSV or Excel, or integrate the form with tools like Google Drive to simplify follow-ups.
✨ Ideal for: Teams looking to digitize and accelerate their employee referral process and build a stronger talent pipeline.
15. Employee Health Information Form Template by 123 Form Builder
via 123 Form Builder
Regarding employee health, most organizations focus on areas with direct costs or liabilities, like workplace injuries, disability claims, or employee assistance program usage. But these metrics barely scratch the surface of your workforce’s overall physical and mental well-being.
Designing effective health strategies—or measuring their impact—is nearly impossible without systematic data collection.
The Employee Health Information Form Template by 123 Form Builder helps organizations take control of this challenge.
It simplifies collecting essential health-related data—from medical history and chronic conditions to vaccination records and emergency contacts—securely and conveniently.
✨ Ideal for: Organizations committed to building a culture of health, improving workforce well-being, and addressing rising healthcare costs with systematic, data-driven solutions.
16. Employee Medical Consent Form Template by 123 Form Builder
via 123 Form Builder
Given the ongoing talent shortage and rising healthcare costs, prioritizing employee health is no longer optional.
The Employee Medical Consent Form Template by 123 Form Builder simplifies the process, making it quick, secure, and convenient for employers and new hires to keep track of paperwork.
This ready-to-use template allows you to email medical consent forms to new employees. Employees can complete the forms from home or on the go.
Their responses are securely stored and easily accessible for HR teams, ensuring the employee information is organized and compliant with privacy requirements.
✨ Ideal for: HR teams looking for a secure, digital solution to manage medical consent forms during onboarding.
Also Read: 10 Best Employee Portal Software
Summarize this article for me pleaseCollect Your Employee Information with ClickUp
ClickUp’s Employee Information Form Templates make collecting essential employee data quick, accurate, and effortless.
The customizable fields ensure you gather everything you need—from personal details to tax forms—without any back-and-forth.
Once submitted, the information is neatly organized into tasks and stored in a single, secure hub, ready for anytime access.
Sign up on ClickUp and bring order to your employee information.
Everything you need to stay organized and get work done.
