---
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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# 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. 1. Navigate to **Forms** from the main menu.
     2. Click **Create New** - the **Create a New Form** dialog appears.
     3. Choose **Start from Blank** to open an empty form builder. (To create a form from an uploaded document instead, choose **Create from File** - see *How to Manage Forms* for all options.)
     4. The form is given a default name (e.g. "Form 1"). If you used **Create from File**, the AI suggests a name based on the document's title or content, which you can edit. To rename it, click the **form name heading** at the top and type a new name. A character counter shows your remaining allowance.
     5. Add your fields in the builder (see *How to Add Fields to a Form*).
     6. To add **conditional logic** - show or hide follow-up fields based on an answer - see *How to Use Conditional Logic on Forms*.
     7. 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).
     8. 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"). When using **Create from File**, the AI suggests a name from the uploaded document - you can keep it or type your own.
   
    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 **Create a New Form** dialog gives you quick access to start from scratch or upload an existing document.
     - **Create from File** suggests both fields and a form name, so you can review and adjust everything in one go.
     - 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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