Falaah Falaah AI

HR Forms and the Employee Handbook

Build HR intake forms and surveys, and write, version, publish and track acknowledgment of your employee handbook.

Two screens that both collect something from staff: forms gather answers, and the handbook gathers acknowledgments that people have read it.

When you would use this

  • You need a staff intake form, a feedback survey or a sign-up sheet that is not an email thread.
  • Your handbook is a Word file nobody can find and nobody has signed.
  • You updated a handbook section and need everyone to acknowledge the new version, with a record.
  • An auditor asks who has read the current handbook and when.

HR Forms and Surveys

To open it: Sidebar → HR → Administration → Forms & Surveys.

This is the platform form builder filtered to HR. It shows Total Forms and Total Responses, with status tabs for All Forms, Drafts, Published, Paused, Closed and Archived.

To build one:

  1. Go to HR → Administration → Forms & Surveys.
  2. Press Create Form.
  3. Pick the form type. The types include Intake, Survey, Application, Registration, Sign-up, Feedback, Compliance, Progress sheet and Custom.
  4. Add your fields and save as a draft.
  5. Publish when ready. A published form has a public link; anyone with it can submit.

Row actions on each form are View submissions, Duplicate, Take offline and Delete form.

Take offline stops the form accepting submissions immediately and its public link shows nothing to anyone who opens it, including somebody part-way through filling it in. Use Paused rather than delete when you expect to reopen it.

The Employee Handbook

To open it: Sidebar → HR → Documents → Handbook.

Employee Handbook is a versioned document, not a file upload. The screen shows Total Versions, Published, Acknowledgments and Pending.

Write and publish a version

  1. Go to HR → Documents → Handbook.
  2. Press New Version. A new version starts as a draft.
  3. Add sections one at a time. Each addition confirms with Section added; editing confirms with Section updated.
  4. Reorder or remove sections while the version is still a draft. Delete section asks you to confirm first.
  5. Press Publish. Publishing makes that version the current handbook.

Only one version is current at a time. To replace it, create a new version and publish that - the previous one becomes history rather than disappearing.

Archive and delete

Archive retires a published version and keeps every acknowledgment attached to it. Delete draft removes an unpublished draft only. A published version with acknowledgments on it is archived, never deleted, because the acknowledgments are the record.

Acknowledgments

Once a version is published, employees read it and acknowledge it themselves; nobody in HR records it on their behalf.

  • An employee with a login opens My Portal → My Handbook, ticks that they have read it, and presses Acknowledge handbook.
  • An employee with no login is emailed a reminder three days after publishing. It carries a personal link that opens the same page without signing in. The link only works for that employee, stops working after 90 days or if they leave, and a link forwarded to somebody else still records the acknowledgment against the original employee, so ask people not to forward it.

If you publish a newer version while somebody has the page open, their acknowledgment is refused and the page reloads the current version, so nobody acknowledges a version they did not see. The Acknowledgments and Pending tiles are the live split. Acknowledgments are per version, so publishing a new version produces a fresh pending list rather than carrying the old signatures forward - which is the point: somebody who signed version 3 has not read version 4.

What it affects

  • Publishing a handbook version resets the pending list and notifies employees in their portal.
  • Form responses land in the submissions list for that form and are exportable from there.
  • Taking a form offline breaks any link you have already shared, including links in sent emails.
  • An archived handbook version stays available to anyone who needs to see what was in force on a given date.

When it goes wrong

“Failed to publish handbook.” The publish did not land and nothing changed. The most common cause is a version with no sections. Add at least one section and publish again.

“Failed to add section” or “Failed to update section.” The edit was refused and the draft is unchanged. Check that the version is still a draft - a published version is not editable in place; create a new version.

“Failed to delete draft.” Only drafts delete. If the version is published, archive it instead.

“Failed to archive handbook.” Archiving a version that is not published has nothing to archive. Check the version’s state on the list first.

“Failed to acknowledge handbook.” An employee’s acknowledgment did not record. It is safe for them to try again; acknowledgments are per person per version, so a retry cannot create a duplicate.

Your form’s public link shows nothing. The form is in Draft, Paused or Closed. Only a published form serves its public link.

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