How to Add Fields to a Form

Steps

1. Open the form you want to edit and click Edit Fields.
2. Click Add Field and choose a field type:
   • Text — free-text answer.
   • Number — numeric input.
   • Date — date picker.
   • True/False — yes/no toggle.
   • Dropdown — predefined list of choices displayed in a dropdown menu (each option limited to 200 characters).
   • Checkboxes — predefined list of choices displayed inline on the form. Options appear directly on the form surface as radio buttons (single-select) or checkboxes (multi-select) instead of inside a dropdown.
   • Employee — links a field to an existing employee profile property. When the submission is approved, the value is written back to the employee's profile. See the Employee Profile Fields section below.
   • Photo Upload — lets the user attach photos or documents (up to 10 files). Works on both standard and public forms.
   • Signature — the employee signs directly on the form (not available on public forms).
   • Section Header — a label to visually group fields into sections. Includes an optional description (max 500 characters).
3. Enter a Field Label (max 200 characters). A live character counter shows your remaining allowance.
4. Drag fields to reorder them using the drag handle on the left of each field.
5. Toggle Required on any field that must be completed before submission.
6. Click Save Changes when finished.

Employee Profile Fields

Employee fields let you pull existing profile properties into a form. When a submission containing Employee fields is approved, the submitted values automatically update the employee's profile — no need to manually copy data across.

Adding an Employee Field

1. Click Add Field and choose Employee from the field type list.
2. A dropdown appears listing available employee profile properties. Select the property you want to link.
3. The field label and input type are set automatically based on the selected property.
4. Toggle Required if the field must be completed before submission.
5. Click Save to add the field.

Requirements

• The form must have Require Approval enabled.
• The form cannot be a Public Form.
• Each profile property can only be added to a form once.

Composite Fields

Some employee properties are structured and expand into multiple sub-fields on the form:

• Address / Postal Address — expands into Address Line 1, Address Line 2, City, State/Region, Post Code, and Country.
• Emergency Contact / Emergency Contact 2 — expands into Full Name, Relationship, Phone Number, and Email.

Employees fill in each sub-field individually. When the submission is approved, only non-empty sub-fields are written back — existing values in other sub-fields are preserved.

How Write-Back Works

• When an admin approves a submission, each Employee field value is written to the employee's profile.
• Blank fields are skipped — they do not clear existing profile data.
• If the admin declines or resets the submission, no profile changes are made.
• Sensitive profile properties respect admin permissions — the approver must have the appropriate permission to edit sensitive data for the write-back to succeed.

Checkboxes vs Dropdown

Both Checkboxes and Dropdown let you define a list of options for users to choose from. The difference is how they appear on the form:

• Dropdown — options are hidden inside a dropdown menu. The user clicks to open it and picks from the list.
• Checkboxes — options are shown directly on the form surface. For single-select fields, each option appears as a radio button (only one can be selected). For multi-select fields, each option appears as a checkbox (multiple can be selected).

Both types support the Allow multiple selections toggle and require at least 2 options.

Tip: Use Checkboxes when you have a small number of options and want users to see all choices at a glance. Use Dropdown when you have a longer list and want to save space on the form.

Character Limits

The form builder enforces character limits on field content:

• Field label — 200 characters
• Section header description — 500 characters
• Option text (Dropdown and Checkboxes) — 200 characters per option

A character counter appears beside each text input as you type (e.g., "85/200"). If any field exceeds its limit, the Save button is disabled until you shorten the text.

Each option must also have a unique name. If you enter a duplicate, a warning appears and the option cannot be added.

Photo Upload on Public Forms

The Photo Upload field type is supported on public forms. When a respondent fills in a public form with a Photo Upload field:

• They can upload up to 10 files per field
• Allowed types: JPG, PNG, GIF, PDF, DOC, DOCX
• Maximum 10 MB per file
• Uploaded files are scanned for security before they become downloadable

Single file upload and signature fields remain unavailable on public forms.

Tips

• Use Section Headers to break long forms into easy-to-follow sections.
• Keep forms concise — only include fields that are essential to avoid survey fatigue.
• Use Employee fields to let employees update their own profile details (e.g. address, emergency contact) through a controlled approval workflow.
• Use Dropdown fields for standardised answers when you have many options.
• Use Checkboxes for a small set of options you want visible at a glance.
• Both Dropdown and Checkboxes work on standard forms, public forms, and the mobile app.
• Character counters update in real time — watch for the limit when naming fields or adding options.