Forms are the actual, assigned documents that users complete — based on a template, but tailored to a specific situation or person. Every form belongs to a Type and is built from a template.
Forms have two key roles:
- The Assigner – The person creating and assigning the form, often a manager or administrator.
- The Assignee – The person the form is about, or the person who needs to fill it in.
Forms can work in two main ways:
- The assignee completes the form themselves — for example, in a self-assessment or feedback request.
- The assigner completes the form about the assignee — like a manager filling out a performance review for their team member.
Forms do not have formal due dates - status tracking, is merely to confirm whether the form has been assigned or completed.
The flexible setup means you can use forms for all sorts of situations — gathering input directly from someone, collecting feedback about someone, or tracking information about a process or event. Forms can cover anything from one-off requests to regular check-ins, and everything is easy to follow from start to finish.
In order to assign a form, we need to navigate to the overview page, select the template we’d like to use in order to assign the form, select that template, and then add the appropriate form using the ‘New’ button.
A form will need:
- A title - this is what the form will be called, it follows the Appraisals - Performance - Title, convention.
- Completed by - here we select either the manager, or the assignee (the user who is being assigned the form) to complete it.
- Template - this will default to the selected template, otherwise you will be able to choose a template which has a public visibility setting.
- User - One or many users can be selected.
When editing a form, we can change only the title of the form and who is responsible for completing the form.
In order to edit a form, select the icon, make the changes accordingly and select 'Save changes'.
If a form is deleted, the form will no longer be accessible.
To delete a form, select the right arrow, you will then be presented with a modal to confirm that you would like to delete the form.
Learners who do not have access to the formtrack plugin will be able to view and complete any forms that have been assigned to them through their user profiles. Form Track will have all the available templates listed underneath their corresponding types - the learner will be able to view the forms from these templates, assuming that forms have been assigned to them.
Managers and Site Administrators - Form Track management pages
Users - User profile page
When a form has been assigned, it will be added to the list of forms that have been created in that type and template.
If the manager or site administrator who assigned the form has selected to complete the form themselves, no notification will be sent other than to the learner notifying them that a form has been assigned to them and that the creator will be completing the form - once the form has been completed, the learner will receive a notification informing them that the form has been completed.
If the manager or site administrator selects that the assignee is to complete the form, the assignee will receive a notification with a link to the form, notifying them that they are responsible for completing the form - once the assignee has completed the form, the creator of the form will be notified.
When completing the form, the form will be presented in the way that the template has been constructed but will now have the questions that can be answered - some questions, if they were marked as required, will need to be completed in order to complete the form.
Template View
Form View
Once all the questions have been completed, the creator/assignee will be able to complete the form, effectively submitting it - the appropriate people will be notified of it’s completion according to the assignee/creator relationship.
When a form has been completed, the forms status will change from Assigned to Completed on the forms table for all users.
By default the manager who assigned the form or any site administrators are able to
- View the form
- Edit the form
- Delete the form
The learner who is assigned the form is able to
- View the form
- Edit the form, if they have the permission
- Delete the form, if they have the permission
If the form is deleted, it will be permanently removed from the Type and template it was associated with.
Managers, site administrators and the assignee will have continued access to the form after submission within the role appropriate locations.