Managing Forms

⚡ What are Forms?

Forms let you upload a file, such as a PDF, and convert it into a digital document your employees can complete. You can customize how your team completes it, from signing it, filling in specific information, or simply reading and acknowledging it. This can range from tax forms to internal policy acknowledgments, and anything else your business normally collects on paper.

Instead of relying on paper copies or external tools, you can manage all these documents digitally, directly within the platform.

🔎 Why Use Forms?

• Set it up once: Build a Form and its fields once, then reuse the same template across teams or locations to keep what you collect consistent.
• Faster onboarding: Collect signed tax forms, agreements, and acknowledgments before a new hire starts, without chasing down paper copies.
• Consistent policy tracking: Get signed confirmation of workplace policies, safety procedures, or handbook updates across your whole team.
• Less manual admin: Once an employee completes a Form, it's automatically stored in their profile, so there's no manual uploading or paper filing to keep up with.
• Flexible access: Employees can access Forms to complete or view them on different devices, such as desktops or mobile devices, and can even complete one during clock-in or clock-out for a shift.

🔐 Access required

The Forms feature is available with the HR Add-On.

Who can build and manage Forms?

• Super Administrators: Full access to upload, build, edit, duplicate, and manage Forms and Form Fields.
• Team Administrators: Do not have access to upload Forms. However, they can build and manage Form Fields, visibility, and duplication if they have permission to View and/or Update Forms for specific positions. If you are unable to access Forms, please confirm your permissions with a Super Administrator.

Who can complete Forms?

• Employees: Can view and complete Forms assigned to them during digital onboarding or be assigned HR Tasks. For the full steps, refer to our Completing Forms as an Employee article.
• Administrators: Can also be assigned fields on a Form that is assigned to an employee. This is not assigned to a specific administrator; the specific form field is just assigned to be completed by an administrator and not an employee. See the Fillable by step in the Building and Managing Form Fields section below for how these fields are set up.

📋 Topics covered in this article:

• Uploading a New Form
• Building and Managing Form Fields
  • How to Edit an Existing Form Field
  • How to Duplicate (or Copy) an Existing Form Field
  • How to Delete an Existing Form Field
• Reviewing and Publishing a Form
• Managing a Form's Settings
• Duplicating and Copying Forms
• Frequently Asked Questions About Forms

📚 Related articles:

• How To Add HR Tasks Presets
• How To Upload, View, & Download Employee Files As An Administrator
• How To View The Employee Files Report
• Completing Forms as an Employee

Uploading a New Form

Before a Form can be assigned to employees, it must first be uploaded and configured in Company Setup.

When thinking about which types of documents to turn into a Form, consider anything your team currently collects on paper or through external tools, such as onboarding agreements, policies, employee handbook acknowledgments, and safety or compliance sign-offs.

When choosing a document to upload, make sure the file is in PDF format and doesn't already have any built-in fillable fields. Any files with pre-built fields (e.g., created in Adobe Acrobat) won't carry those fields into PUSH — you'll need to build them using the Form Builder that is in the platform instead. The PDF should also not exceed 16 MB in size; if you try to upload a larger file, the platform won't accept it and will show an error message. 

Uploading the file is just the first part; you'll also customize the Form's settings at the same time. Such as who it's available to, whether it's required, where it appears, and more. 

💡 | Tip: PUSH provides your location's specific provincial or state tax forms ready to go, and updates them for you each year. If you're missing one, contact the PUSH Support Team to have it added.

1. In the top right corner of the page, click the Company Name.
2. In the drop-down menu, click Company Setup.
3. From the left-hand navigation bar, select Forms. 

4. The Forms Administration page will load, click Add Form and fill in the following:
   💡 | Tip: Only Name, Description, and File are required to upload a Form. You can leave the remaining settings blank and come back to configure them later.

   Setting	How to Fill It Out	Notes
   Is Push Managed	No action needed; this isn't editable from your side.	PUSH automatically marks this No for any Form you or your team uploads, and Yes for tax forms PUSH provides.
   Name	Enter the title of the Form.	This appears to both employees completing the Form and admins browsing the Forms list, so use a clear, descriptive title that both audiences will recognize (e.g., "Social Media Policy Acknowledgment" rather than "Form 1").
   Description	Enter an explanation of the Form.	Use this to give employees context on what the Form is and why it matters (e.g., letting them know a policy acknowledgment must be completed before they can be scheduled for shifts).
   Positions	Select the relevant Position(s) from the drop-down or leave blank to make the Form available to all Positions.	If applicable, restrict a form to certain roles (e.g., a Food Handling Policy that applies only to the Kitchen department, so you select the Chef and Assistant Chef positions).
   Form Visibility	Click the box and select either Onboarding, Time Attendance app, or Task. Or leave blank to make the form available for all three options.	Onboarding: Adds the Form to the digital onboarding flow for all new hires. Typically used for tax forms or policies you want new hires to review before they can start working. Time Attendance app: Makes the Form available as an option to complete while clocking in or out, under Message & Forms in the Push Time app.  Task: Makes the Form available to create as an HR Task and assign to active employees (e.g., a yearly policy review or a tax form for additional income tax deductions).
   File	Click the + icon and select the PDF from your device to upload.	If the file can't be accepted, you'll receive an error message. Close out the pop-up and try again. The most common reasons are file size or file type (PDF only, max 16 MB). PDF files can include external links.
   Order	Enter a number (e.g., 1) to control the order in which the Form appears during digital onboarding.	Leave blank if you don't need a specific order; the platform will list Forms in the order they were uploaded.
   Required	Check or uncheck the box depending on whether employees must complete the Form during digital onboarding.	This is different from individual fields being marked Required within the Form itself or completing an HR Task. This setting is often enabled for tax or policy forms and signals to your team that the employee cannot start work until the form is completed. If you want the Form completed before an employee can proceed to the next onboarding step or create their account, check this box.
   Status	Click the drop-down menu and select Draft or Published.	At the point of upload, this should always be set to Draft since you still need to add the Form's fields.  Treat Publishing as the final step. Once published, it becomes accessible to employees based on its Form Visibility settings, so publishing too early can affect your ability to collect the right information or signatures.  You can also switch a Published Form back to Draft later, making it unavailable.
   Employee Viewable	Check or uncheck the box to determine if employees can view after completion.	If enabled, employees will be able to view and download a copy of the Form from Employee Files after completing it.  If disabled, they won't see the form at all. For example, you might disable this for certain internal policies, while keeping it enabled for a tax form or onboarding agreement.

5. Once done, click Add, and the page will refresh back to the Forms Administration page. You will see your newly added form in the list! 
6. To learn more about adding field inputs to a Form, check out the Building and Managing Form Fields section. 

Building and Managing Form Fields

Once a Form is uploaded, the next step is adding the custom field inputs (or Form Fields) that you want your team to complete. Form Fields are important because they make it clear where employees need to provide information. This can range from checkboxes and signature boxes to fields where an employee or manager fills in specific information.

This section will guide you through the following sections:

• Adding a New Form Field
• Editing, Duplicating, and Deleting Form Fields

How to Add a New Form Field

There are two ways to add Form Fields: you can build them out yourself, or let our AI feature create them automatically as a starting point you review before saving. 

1. From the Forms Administration page, locate the specific form and, in the Inputs column, click the Pencil icon.
2. The Form Builder page will load with your Form's PDF details.
3. On the left side, you'll see a panel with two options: 
   1. Add Form Field: This is where you set up a new field and place it on the Form.
   2.  Form Fields: This is where all existing fields are listed and can be updated on the form if applicable. 
      💡 | Tip: On the right side, you can adjust how you view the Form: click the Window icon to see the Form's different pages, the Gear icon to adjust Page Transition, Layout, or Rotation, and the Minus/Plus icons or the zoom percentage drop-down to adjust the page view. To make it easier to find a specific section, click the Magnifying Glass icon on the far right to search the PDF for keywords.
4. Under Add Form Field, choose how you'd like to add Form Fields:
   1. Option A - Generate Form Fields using AI: This will scan the uploaded PDF and detect fillable areas to add. Note that this may not be 100% accurate; treat it as a starting point and review and make adjustments as needed before saving. 
      
      1. From the left-side bar, click AI Auto Fields. 
      2. The page will go into a loading state and refresh, and showcase the AI fields, which will be highlighted in blue.
         📌 | Note: If AI is not able to detect any fields on the PDF, you'll see a clear message explaining this rather than an empty result.
      3. To review the AI-detected form fields, either scroll through the PDF or navigate to the left panel under Form Fields to see the created fields listed. 
      4. Edit the label or the type of any detected field, or remove individual fields you don't want to keep.
      5. Once you're happy with the results, click Save All to commit the remaining fields to the Form, or click Discard All to clear all overlays without saving.
      6. If Save All is selected, the page will refresh, and the fields will change from blue to yellow to indicate they were successfully saved! 
   2. Option B - Add Form Fields Manually: Set up and place each field yourself. 
      
      1. Locate the page of the PDF where you want to add a field. If the Form has multiple pages, scroll to the correct page first. You can only add a field to the page you're currently viewing.

      2. From the left-side bar, under Add Form Field, fill in the following:

         Field	How to Fill It Out	Notes
         Field Name	Enter a unique name that identifies what the field input is, with no spaces.	Titling the Field Input makes it easier to find and adjust the field later. Since spaces aren't allowed, use dashes to separate words. Include the type of information you're looking for and the page number if the Form has multiple pages (e.g., "First-Name-Page-1").
         Field Type	Click the drop-down menu and select either Text, Signature, or Checkbox.	Text: The employee enters information. Signature: The employee is prompted to sign (once signed, they can reuse it in the future).  Checkbox: The employee can select a checkbox.
         Pre-Filled Value	If the Field Type: Text is chosen, click the drop-down menu and select the appropriate value, if applicable.	This is only available for Text Form Fields, but it lets you pull information from either the employee's digital onboarding, their current employee profile details, or the company account. Often referred to as data-binding overlays. Instead of an employee needing to type their first name multiple times in a form, the details will already be in place.  Common examples include an employee's first/last name, SIN, birthday, address, position, date of hire, or today's date, as well as company details like name, address, or phone number.  Available values vary by location (e.g., Canadian accounts show fields such as SIN and provincial tax deductions, while U.S. accounts show their equivalents).
         Required	Select the radio button corresponding to Yes or No to indicate whether the field is mandatory.	Enable this if the employee must fill in a specific field; they will not be able to submit or mark the form complete until the required information is provided. This could be a signature or the provision of personal details, such as their SIN/SSN, on a tax form. If the information is optional, like checking a box for a food allergy, leave it unchecked. The field will be highlighted in red as a visual indicator to the employee.
         Fillable By	Select the radio button that corresponds with Employee or Manager, depending on who needs to complete the field.	This decides whether the employee or an administrator fills out the field. Manager is a great option if you want an admin to review the completed Form, confirm the employee filled it in correctly, and sign off on the review.

      3. Once ready, click Place on Form.
      4. The page will automatically place the field onto the form; it will be highlighted in yellow (for employees) or blue (for managers). 
      5. Drag and drop and resize the field into the correct area if applicable. 
      6. Once positioned, click Apply Field to save the field's position. 
      7. Repeat the steps above to add additional fields. 
         💡 | Tip: Did you know you can duplicate existing fields to save you time? Or did you just add a field and now want to edit or delete it? See the sections below for more details on how to complete each one!
      8. Once finished, you can review all fields you created by toggling to the Forms Fields section from the left panel, or you can click Return to Forms. This will save your work and take you back to the Forms Administration page. To learn more about publishing a form, see the Reviewing and Publishing a Form section.

How to Edit an Existing Form Field

You may need to adjust a field after it's already built. For example, to fix its placement on the page or change whether it's required.

1. From the Forms Administration page, locate the specific form and, in the Inputs column, click the Pencil icon.
2. The Form Builder page will load with your Form's PDF details.
3. On the left side, you'll see a panel with two options: 
   1. Add Form Field: This is where you set up a new field and place it on the Form.
   2.  Form Fields: This is where all existing fields are listed and can be updated on the form if applicable. 
4. Under Form Fields, review the list of existing form fields and locate the specific one you wish to edit or scroll the Form's page and click the specific field you wish to edit.
5. Once the form field is located, click the Pencil icon or the Edit button. 
6. The left panel will load up the details for the specific field in the Add Form Field section. 
7. Make your changes—adjust the title, field type, requirements, who fills it in, and the placement or size on the page. 
8. Once done, click Apply Field, and the page will load back to the Form Fields section. 
9. Repeat steps 4-8 if you wish to edit another field!

How to Duplicate (or Copy) an Existing Form Field

If you need several similar fields on a Form, you have the ability to duplicate any of the existing fields already created. For example, five signature lines across different pages. This allows your team to save time and just focus on placement, instead of building each one from scratch. 

1. From the Forms Administration page, locate the specific form and, in the Inputs column, click the Pencil icon.
2. The Form Builder page will load with your Form's PDF details.
3. On the left side, you'll see a panel with two options: 
   1. Add Form Field: This is where you set up a new field and place it on the Form.
   2.  Form Fields: This is where all existing fields are listed and can be updated on the form if applicable. 
4. Under Form Fields, review the list of existing form fields and locate the specific one you wish to duplicate.
5. Once the form field is located, click the Stacked Paper icon. 
6. The left panel will load up the details for the specific form field in the Add Form Field section. 
7. All details will be a copy of the field you chose to duplicate. 
   1. The Unique Field Name will include "_copy" at the end of the previously chosen title. We recommend updating so it is more identifiable, such as including the page number it will be placed. 
8. Scroll up or down the form's page based on where you wish to place the copy of the field. 
9. Once located, click Place on Form.
10. The page will automatically place the field onto the form; it will be highlighted in yellow (for employees) or blue (for managers). 
11. Drag and drop and resize the field into the correct area if applicable. 
12. Once positioned, click Apply Field to save the field's position. 
13. Repeat steps 4-12 if you wish to duplicate another field!

How to Delete an Existing Form Field

Deleting a form field isn't always necessary, but you may do so if you no longer need it to collect certain information or if it was accidentally created.

Once a form field is deleted, it is permanent and cannot be undone. Before proceeding, review with your team to ensure it’s no longer needed.

1. From the Forms Administration page, locate the specific form and, in the Inputs column, click the Pencil icon.
2. The Form Builder page will load with your Form's PDF details.
3. On the left side, you'll see a panel with two options: 
   1. Add Form Field: This is where you set up a new field and place it on the Form.
   2.  Form Fields: This is where all existing fields are listed and can be updated on the form if applicable. 
4. Under Form Fields, review the list of existing form fields and locate the specific one you wish to edit or scroll the Form's page and click the specific field you wish to delete.
5. Once the form field is located, click the Trash Can icon or the Delete button. 
6. A pop-up titled Delete Field will appear. Click OK to proceed or Cancel to exit.
   1. If OK is selected, the page will refresh, and the field will be removed from the form entirely.
      ⚠️ | Warning: Deleting a field is permanent and cannot be undone. Before proceeding, review with your team to ensure it’s no longer needed. Otherwise, you will need to recreate each deleted field.
7. Repeat steps 4-6 if you wish to delete another field!

Reviewing and Publishing a Form

Once you've finished building out the field inputs for a Form, we recommend taking a moment to review them before publishing the Form and making it available to your team.

1. From the Forms Administration page, locate the specific form and, in the Inputs column, click the Pencil icon.
2. The Form Builder page will load with your Form's PDF details.
3. On the left side, you'll see a panel with two options: 
   1. Add Form Field: This is where you set up a new field and place it on the Form.
   2.  Form Fields: This is where all existing fields are listed and can be updated on the form if applicable. 
4. Under Form Fields, review the list of existing form fields or scroll the Form's page to ensure that all existing fields look correct.
5. Once you're happy with the results, click Return to Forms to go back to the Forms Administration page.
6. Once the Forms Administration page loads and you're ready to publish, click the Pencil icon under Edit.
7. The Forms settings page will load up the details provided during upload. 
8. If applicable, make any necessary changes—adjust the title or description, which positions this form is relevant to, whether this form can be sent as an HR Task or during digital onboarding, and so forth. To see what each of these settings handles, refer to the table above. 
9. Under Status, click the drop-down menu and select Published.
   📌 | Note: Once a Form is Published, it becomes accessible to employees based on its Form Visibility settings. Form Fields can still be added, edited, duplicated, or deleted after a Form is published, but changes will only apply to employees who have not yet completed the Form and to new employees — they will not retroactively update the Form for employees who have already marked it as complete.
10. Once done, click Update.
11. The page will load back to the Forms Administration page, and you will see the Form's Status updated to Published, and it is now available where applicable!

Managing a Form's Settings

Once a Form is uploaded, you can go back and update any of its settings at any time. Common reasons include adjusting the order in which the form is listed, updating which positions have access, updating the title if the form is no longer published, or updating whether employees can view it after completing it.

1. In the top right corner of the page, click the Company Name.
2. In the drop-down menu, click Company Setup.
3. From the left-hand navigation bar, select Forms. 
4. From the Forms Administration page, locate the specific form and, in the Edit column, click the Pencil icon.

5. The Forms Settings page will load up the details and make the necessary changes if applicable. See the table below for more details. 

   Setting	How to Fill It Out	Notes
   Is Push Managed	Not applicable — this isn't editable from your side.	PUSH automatically marks this No for any Form you or your team uploads, and Yes for tax forms PUSH provides.
   Name	Rename a Form for clarity, or to retire an outdated one without deleting it.	For example, when a new year's tax form is released, you might rename the old one to "2024 Tax Form - Do Not Use" and switch it to Draft, rather than deleting it outright.  This appears to both employees who have completed a Form and admins browsing the Forms list, so use a clear, descriptive title that both audiences will recognize.
   Description	Enter an explanation of the Form.	Update the description if the Form's purpose has changed, or to add more context that wasn't included the first time around.
   Positions	Select the relevant Position(s) from the drop-down or leave blank to make the Form available to all Positions.	Adjust which roles have access if your org structure changes, or if the Form should now apply to more or fewer roles than originally set.
   Form Visibility	Change where a Form appears if your workflow shifts — for example, moving a Form from onboarding-only to also being available as a Task for existing employees. Click the box and select either Onboarding, Time Attendance app, or Task. Or leave blank to make the form available for all three options.	Onboarding: Adds the Form to the digital onboarding flow for all new hires. Typically used for tax forms or policies you want new hires to review before they can start working. Time Attendance app: Makes the Form available as an option to complete while clocking in or out, under Message & Forms in the Push Time app.  Task: Makes the Form available to create as an HR Task and assign to active employees (e.g., a yearly policy review or a tax form for additional income tax deductions).
   File	Click the + icon and select the PDF from your device to upload and replace the existing.	The platform doesn't prevent you from replacing the file, but existing field inputs may no longer be correct afterward — especially their placement.  We don't recommend replacing the file on a Form that already has employees who've completed it.  Instead, we recommend uploading a brand new Form and starting from scratch, or duplicating the existing Form and uploading the new file to that copy — this way, you still have the original on hand as a reference.
   Order	Enter a number (e.g., 1) to control the order in which the Form appears during digital onboarding.	You may need to reorder Forms if your list has grown or something has now made one more time-sensitive or imporpant to appear earlier.  Leave blank if you don't need a specific order; the platform will list Forms in the order they were uploaded.
   Required	Check or uncheck the box depending on whether employees must complete the Form during digital onboarding.	Toggle this on or off if the importance of completing a Form changes — for example, making a previously optional policy acknowledgment mandatory.   This is different from individual fields being marked Required within the Form itself, or completing an HR Task. This will prevent the employee from completing digital onboarding, until they complete the required form.
   Status	Click the drop-down menu and select Draft or Published.	Switch a Form to Draft to temporarily pull it from availability without deleting it, or to Published once it's ready to go live. Treat Publishing as it is live to employees.  You can also switch a Published Form back to Draft later, making it unavailable.
   Employee Viewable	Check or uncheck the box to determine if employees can view after completion.	Toggle this if you want to change whether employees can look back at a completed Form — for example, enabling it after employees start asking for copies of their signed agreements.

6. Once done, click Update, and the page will refresh back to the Forms Administration page. 

Duplicating and Copying Forms

Once you have a Form set up the way you want it, you can reuse it rather than building from scratch, either within your own account or across accounts.

This comes in handy in a few common situations: creating a variation of a Form for a different Position or team, retiring an old version of a Form (like a prior year's tax form) while keeping a copy for reference, or rolling out the same Form to a different account entirely if you manage more than one account in the platform.

How to Duplicate a Form 

Use the duplicate option to create a copy of an existing Form and customize it. This is especially useful for making edits to a standardized Form without affecting the original, or for creating variations of the same Form for different teams or Positions.

1. In the top right-hand corner, click the Company Name. 

2. In the drop-down menu, click Company Setup.

3. From the left-hand navigation bar, select Forms. 

4. The Forms page will load, showing a list of uploaded Forms. 

5. Locate the Form you want to duplicate, and under Duplicate Form, click the stacked paper icon.

6. A pop-up titled Duplicate Form will appear, with the title pre-filled as "Copy of [original Form name]". Update the title if applicable. 

7. Once done and ready to duplicate, click OK to proceed, or Cancel to go back a step. 

   1. If OK is selected, a success message will appear, and the Forms page will refresh with the duplicated Form listed!

8. The form's status will default to Draft. Make any necessary changes to the form's settings, field inputs, etc., before publishing! 

How to Request a Form Be Copied Across Locations (Accounts)

If you manage separate accounts in PUSH, you can request that Forms be copied from one account into another. This is a great option to save your team time building and managing Forms across locations — you can build all the forms needed in one location and then have it sent to the others.

1. Email support@pushoperations.com.
2. Use the subject line "Copy Form(s)".
3. In the email, include:
   1. The Company name/location where the Form(s) currently live.
   2. The name of each Form you'd like copied. We can copy multiple forms at a time if applicable.
   3. The Company name(s)/location(s) you want the Form(s) copied into. 

How Forms Are Used Across the Platform

Once a Form is built, there are a few different ways to get it in front of employees, depending on your workflow:

• Digital Onboarding: Set a Form's visibility to Onboarding so it appears automatically in the onboarding wizard for new hires. Review your Onboarding Settings to customize additional details.
• HR Tasks: Assign a Form as a Task by creating an HR Task Preset with Type set to Form — useful for sending Forms outside of onboarding, such as an updated policy acknowledgment or a corrected tax form. See How To Add A Form HR Task for full steps.
• Time Attendance app: Set a Form's visibility to the Time Attendance app so employees can access and complete it directly from the Push Employee app.

Frequently Asked Questions About Forms

Have questions about uploading, building, or managing Forms? Whether you're wondering why a Form won't edit, what happens if you delete one, or how visibility works, this section provides quick answers to help you manage Forms with confidence.

Q: Can Team Administrators upload Forms? 
A: No. Uploading new Forms is only available to Super Administrators. However, a Team Administrator can be granted permission to View and/or Update Forms, which allows them to assist with building Form Fields and managing an already-uploaded Form.

Q: Why can't I edit my Form? 
A: Super Administrators have full access to edit Forms, whereas a Team Administrator requires a permission. Please review that a Team Administrator has permission to View and/or Update Forms, see the Access Required above for details.

Q: Can I upload a Form that already has fillable fields built in (e.g., from Adobe Acrobat)? 
A: No. Forms should be uploaded as flattened PDFs, and fields need to be created using the Form Builder within PUSH. The platform will not accept the file during upload if it detects fillable fields. 

Q: Can I make a Form required? 
A: Yes. Enable the Required setting when uploading or editing the Form to ensure it must be completed by an employee.

Q: If I add or edit fields on a Form after it's published, will it apply to employees who have already completed it? 
A: No. Changes apply only to employees who haven't yet completed the Form, as well as new employees — they will not retroactively update the Form for employees who have already marked it as complete.

Q: What happens if I delete a Form? 
A: Deleting a Form does not affect any previously completed Forms — those remain available in the employee's My Files. However, the Form will no longer be available for Onboarding and will become unusable as a Task until a new Form is added to the existing Task Preset. If a Form is deleted while an employee has not started or is partway through completing it, the employee will no longer see that Task.

Q: Can Forms be reused across accounts? 
A: Yes. You can duplicate a Form within your own account, or request a copy across accounts through PUSH Support. For more details, refer to the Duplicating and Copying Forms section of this article.

Additional Information

Need further help? Refer to our Getting Help & Contacting Support article for the latest support options and ways to connect with our team.