The Forms feature allows administrators to create and manage digital forms to collect important worker information. You can design forms to capture details such as personal data, job information, certifications, or other required inputs. This feature is available on the Premium plan.

Forms are saved as each field is entered (which is why location capture is an option for each field). A form can be partially completed and resumed later before final submission.

This tool helps streamline data collection, keeping all worker information organized and easily accessible within the system. In this guide, we’ll walk you through how to create, customize, and manage forms effectively.

Step 1: Go to the Fareclock Admin Console and navigate to HR Portal. Under the HR Portal section, find and click Forms.

Step 2: To create a new one, click the "Add Form" button in the top right corner.

Step 3: Enter the name of the Form and save it after.

Step 4: After saving, you can manage or modify the form settings from this section.

Here, you can define the display conditions (e.g., onboarding, start shift, end shift) and configure form limitations (such as limiting entries per user or resetting the user entry limit).

1. Onboarding – The form appears during the worker’s initial setup or first use of the app, ideal for collecting basic information.

2. Start Shift – The form shows up when a worker clocks in, perfect for pre-shift checklists or safety confirmations.

3. End Shift – The form displays when clocking out, useful for end-of-day reports or equipment condition checks.

4. Transfer In – The form appears when a worker transfers into a new job, allowing site-specific updates or handover notes.

5. Transfer Out – The form displays when a worker transfers out of a job, ideal for logging final notes or condition reports.

6. On Shift – The form can be accessed anytime during an active shift, great for mid-shift reports or incident logs.

7. Not On Shift – The form is available when the worker is off-shift.

8. Multiple per Shift – Allows the same form to be submitted more than once in a single shift, handy for tasks that need repeated entries such as deliveries or maintenance logs.

1. Limit Entries per User – Sets how many times a worker can submit a specific form to prevent duplicate or excessive entries.

2. Reset User Entry Limit – Automatically resets the entry count after a set time period, allowing workers to submit the form again when needed.

Manager fields allow you to add fields to a form that can be viewed in the mobile app and edited only by authorized administrators. You can configure different field types depending on the information you need to collect.

Text - Allows text entry, such as names or other details.

Select - Lets managers choose from predefined options. You can add options, allow other answers, and enable multiple selections.

Date - Allows date, time, or both to be entered.

Person - Allows you to specify a person.

Signature - Provides a field for capturing a signature.

File - Allows file uploads. You can also set the maximum file size in megabytes (MB).

For each field, you can configure its label, control whether it appears in the mobile app, and specify which administrators are allowed to edit it.
​

Step 5: You can now add fields to your form.

1. Text Field: Allows workers to enter short text or single-line responses.

Add a label for the field. You can also include a short description. You may choose to make it required and enable location capture.

2. Number Field: Lets workers input numeric values only.

Enter a label for the field and optionally include a short description. You can enable 'Display as Slider' and set the minimum and maximum values. Additionally, you may choose to make the field required and enable location capture.

3. Select Field: Provides a dropdown menu for workers to choose one option from a predefined list.

Add a field label and optional description. Enter option labels, which are the items workers can select.
​
You can enable 'MultipleAnswers' to allow more than one selection and 'Allow Others' to let workers add a custom response.
​
You may also make the field required and enable location capture.

4. Rating: Enables workers to give a rating in stars.

Enter a field label and optional description. Specify the minimum and maximum stars for the rating. You can also make the field required and enable location capture.

5. Task: Allows administrators to assign a checklist task to a worker.

Add a label for the field. You can also include a short description. You may choose to make it required and enable location capture.

6. Date/Time: Allows workers to select a specific date, time, or both.

Enter a field label and optional description. Select the mode (Date & Time, Date, or Time only). You may also make the field required and enable location capture.

7. Document Scanner: Lets workers scan documents directly using the device camera.

Enter a field label and optional description. Enable the option to scan multiple items if needed. You may also make the field required and enable location capture.

8. File Upload: Enables workers to upload files from their device.

Enter a field label and optional description. Specify the maximum file size (MB) and enable the option to upload multiple files if needed. You may also make the field required and enable location capture.

9. Location: Captures the user’s current location using GPS.

Enter a field label and optional description.
​
You can enable 'Allow Manual' to let workers manually enter their location, and 'Require Accuracy' to ensure GPS precision. Specify the maximum accuracy (meters) to define how close the location must be (e.g., within 10 meters).
​
You may also make the field required and enable location capture.

10. Description: Allows longer explanations or comments and can also include an embedded video for users to watch.

Enter a field label and write the intended description. You can format the text by adjusting fonts and spacing, and you can also add links, images, and more.

11. Yes/No: Provides a simple binary choice.

Enter a field label and an optional description. Add the values you want (e.g., Yes or No, Completed or Incomplete, Approved or Rejected). You may also choose to make the field required and enable location capture.

12. Signature: Allows workers to sign digitally using a device.

Add a label for the field. You can also include a short description. You may choose to make it required and enable location capture.

13. Audio Recorder: Lets workers record audio clips.

Add a field label and an optional description. You may also choose to make the field required and enable location capture.

14. Image: Enables workers to capture or upload images.

Add a field label and optional description. Select the image source (camera, gallery, or both). You may also choose to make the field required, allow multiple uploads, and enable location capture.

15. Video: Allows users to record or upload video clips.

Add a field label and optional description. Select the video source (camera, gallery, or both). You may also choose to make the field required, allow multiple uploads, and enable location capture.

16. Formula: Lets workers calculate values automatically based on other fields in the form.

You can create math formulas based on other number fields, such as adding, subtracting, multiplying, or dividing values.

Form Field Conditions let you control when a field appears based on the value of another field.

When you add a second field, the Conditions settings become available. You can set conditions to determine when the field should be visible.

Under Visibility, you can choose:

Available condition operators:

PDF Forms allow you to place fillable fields on a PDF document and assign them to employees or managers. You can map fields such as text, dates, checkboxes, and signatures to specific areas of the document.

Step 1: Go to HR Portal > Forms.

Step 2: To create a new one, click the "Add Form" button in the top right corner.

Step 3: Locate the PDF settings.

Step 4: Upload a PDF document if one has not been added yet.

Step 5. Adjust and Manage the PDF

The PDF mapping tool provides options for viewing and managing the document.

Step 6: Add Employee Fields to the PDF

Employee fields are completed by employees. You can also add employee information that is prefilled from their profile and remains editable.

Available employee fields include:

Step 6: Add Manager Fields to the PDF

Manager fields allow managers to complete the required information on the PDF.

Available manager fields include:

Step 7: Map Fields to the PDF Document

Field mapping connects form fields to specific areas of the PDF.

For example, place an Employee Information field in the employee name section, a Date field in the date section, and a Signature field on the signature line.

Understand Which Form Fields Can Be Mapped

Some form fields can be used on the form but cannot be placed on the PDF document.

These include:

These fields remain part of the form, but their content cannot be mapped directly onto the PDF.

Field Splitting in PDF Forms

Field splitting allows you to divide a field's value into separate parts when mapping it to a PDF document. This is useful when a PDF contains individual boxes for each character or uses delimiters to separate information.

For example, if a PDF has separate boxes for each character of an identification number, field splitting can distribute the characters into the corresponding boxes.

Please note that the Timeclock app may automatically prompt users to fill out forms during setup or when clocking IN/OUT, depending on the display conditions set by the administrator.

Users can also:

Attaching Forms

1. Health & Safety Policy - You can attach forms to your Health & Safety Policy to collect important worker information or confirmations directly related to safety guidelines and compliance.

2. Schedule Event

3. Shift Class

4. Job

Managing Form Entry in the Console

In the Console, administrators can manage form submissions easily. They can manually submit new entries, export forms, or delete forms that are no longer needed.

Submissions and Summary

In the Forms feature, you’ll find two sections: Submissions and Summary.

On the Forms page, you can also see the list of forms along with their completed and in-progress submissions.