---
title: How to Create a Form
description: Create custom forms to capture information from employees at clock-in, clock-out, or on demand. Each form can include notifications, approval workflows, and smart triggers.
---

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2. [Forms & Checklists](https://help.jointimecloud.com/forms-checklists?hsLang=en)

# How to Create a Form

## Create custom forms to capture information from employees at clock-in, clock-out, or on demand. Each form can include notifications, approval workflows, and smart triggers.

1. Navigate to **Forms** from the main menu.
   
   ![](https://media-cdn.atlassian.com/file/152848c8-5ff1-4127-a1f3-15e6dbe3b20d/image/cdn?allowAnimated=true&client=dcc85285-7586-445f-adb8-0dc0a5a71bd1&collection=contentId-1074200598&height=125&max-age=2592000&mode=full-fit&source=mediaCard&token=eyJhbGciOiJIUzI1NiJ9.eyJpc3MiOiJkY2M4NTI4NS03NTg2LTQ0NWYtYWRiOC0wZGMwYTVhNzFiZDEiLCJhY2Nlc3MiOnsidXJuOmZpbGVzdG9yZTpjb2xsZWN0aW9uOmNvbnRlbnRJZC0xMDc0MjAwNTk4IjpbInJlYWQiXX0sImV4cCI6MTc5MTUxNzkwMCwibmJmIjoxNzkxNTE1MDIwLCJhYUlkIjoiNjQwMTQzNzg0MzA3ZTQ2YWQxNDRlZGEyIiwiaHR0cHM6Ly9pZC5hdGxhc3NpYW4uY29tL2FwcEFjY3JlZGl0ZWQiOmZhbHNlLCJhdXRoVHlwZSI6InNlc3Npb24ifQ.QsNlV1RCkrQmidxo44ArYJzeOu8ULdVj9ZkOPoc0oWo&width=1280#media-blob-url=true&id=152848c8-5ff1-4127-a1f3-15e6dbe3b20d&clientId=dcc85285-7586-445f-adb8-0dc0a5a71bd1&contextId=contentId-1074200598&collection=contentId-1074200598)
2. Click **Create New** — the form editor opens directly to the **field builder**.
3. The form is given a default name (e.g. "Form 1"). To rename it, click the **form name heading** at the top and type a new name. A character counter shows your remaining allowance.
4. Add your fields in the builder (see *How to Add Fields to a Form*).
5. To add **conditional logic** — show or hide follow-up fields based on an answer — see *How to Use Conditional Logic on Forms*.
6. Click the **Settings** button (gear icon) to configure the form: 
     - **Form Group** — assign to an existing group to keep forms organised (optional).
     - **Public Form** — toggle on to allow anonymous submissions via QR code or link. See the **Public Forms** section below.
     - **Description** — add optional instructions shown to employees (max 500 characters).
     - **User Groups** — choose which departments or teams can see and fill this form (hidden when Public Form is on).
     - **Admin Notifications** — select admins who should receive an email each time someone submits.
     - **Notify Submitter** — toggle on to send a confirmation email to the employee who submitted (hidden when Public Form is on).
     - **Require Approval** — when enabled, each submission must be approved by an admin before it is considered complete. Also required if you want to use **Employee** fields that write back to the employee's profile on approval (see *How to Add Fields to a Form*).
     - **Triggers** — choose when the form appears by selecting events from the **Trigger Events** dropdown: **Clock In**, **Clock Out**, or both. You can also filter by **Shift**, **Role**, or **Job** to target specific groups (hidden when Public Form is on).
7. Click **Save** to publish the form.

### **Editing a Form Name**

The form name appears as a heading at the top of the builder. To change it:

1. Click the name or the **edit** (pencil) icon beside it.
2. Type the new name.
3. Press **Enter** or click away to confirm.

The default name for a new form is "Form 1". If you create the form from within a form group, the default name includes the group (e.g. "Safety Form 1").

### **Conditional Logic**

You can make forms adapt to each respondent by adding **conditional paths** to **True/False** or **Dropdown** fields. When a conditional path is set, follow-up fields appear only when the parent question is answered with the matching value. This keeps forms short and relevant.

- Click the **+** button on a True/False or Dropdown field to add a conditional path.
- Nested fields can have their own conditional paths (up to 3 levels deep).
- Hidden fields are skipped entirely — they don't block submission.

For full setup instructions, see [How to Use Conditional Logic on Forms](https://jointimecloud.atlassian.net/wiki/spaces/Engineerin/pages/1228734465).

### **Public Forms**

Public forms let anyone submit a response — no Timecloud login required. This is ideal for visitor sign-in sheets, customer feedback, safety checklists, and any scenario where respondents are not Timecloud employees.

### **How to Enable a Public Form**

1. Open the form editor (create a new form or edit an existing one).
2. Click **Settings** (gear icon).
3. Turn on the **Public Form** toggle.
4. Click **Save**.
5. Once saved, a **QR code** and **public link** are generated automatically.

### **Sharing Your Public Form**

After saving a public form, the settings page displays:

- **QR Code** — a scannable code that opens the form on any device.
- **Public URL** — a shareable link. Click the **Copy** button to copy it to your clipboard.
- **Download PDF** — downloads a printable PDF with the QR code (great for posting in a lobby or break room).
- **Preview** — opens the public form in a new tab so you can see exactly what respondents see.

### **What Happens When Public Is On**

- **Submissions are anonymous** — no employee account is linked to the response.
- **Employee-related options are hidden** — triggers (Clock In / Clock Out), **User Groups**, **Notify Submitter**, and **Employee** profile fields are not available for public forms.
- All other form features (fields, notifications to admins, approval workflows) work as normal.

### **File Upload Restriction**

Public forms do not support **single file upload** fields. If your form contains a single file upload field, the Public Form toggle will be disabled until you remove it. **Photo Upload** and **Signature** fields are supported on public forms.

### **Character Limits**

The form builder enforces character limits to keep forms concise and readable:

- **Form name** — 200 characters
- **Form description** — 500 characters

A character counter appears beside each field as you type (e.g. "42/200"). If a field exceeds its limit, the **Save** button is disabled until you shorten the text.

### **Tips**

- The form editor opens to the **field builder** so you can start adding fields straight away — settings are one click away via the gear icon.
- Use triggers to ensure the right form appears at the right time — e.g. a safety checklist at clock-in for warehouse roles.
- Enable **Require Approval** for forms where submissions need a manager's sign-off, or when using **Employee** fields to update profiles on approval.
- Character counters update in real time — keep an eye on them for longer descriptions.
- Use **Public Form** for walk-in visitors, contractors, or anyone who doesn't have a Timecloud account.
- Print the QR code PDF and display it at your front desk or break room for easy access.
- Use **conditional logic** to keep forms short — only show follow-up fields when they're relevant to the answer given.

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