New Employee Intake Form

Set up new hires on your systems — role, department, contact details and training status — so records are complete from day one.

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Description

A new employee intake form captures the details HR needs to formally set up a new hire in your systems and records. Where onboarding welcomes them, intake gets the paperwork right — their role, department, contact information and training status — so their employee record is complete, accurate and ready from the very first day.

It records the employee’s name, start date and work email, their contact number, home address, department, employment type and job title, and their employee ID if known. Fields for workplace training completed, notes or special requirements, an acknowledgment and a signature complete a clean record.

Customize the departments and fields to match your organization, restyle it in your brand colors, and embed it on your intranet so intake is done right first time.

Form fields

Everything the New Employee Intake Form above collects — 13 fields, so you can see exactly what it captures before you make it your own.

Welcome Aboard!

Employee Name
Name
Start Date
Date
Work Email
Email
Contact Number
Telephone
Home Address
Short Answer
Department
Short Answer
Employment Type
Single-Select
Job Title
Short Answer
Employee ID (if known)
Short Answer
Workplace Training Completed
Multi-Select
Notes or Special Requirements
Long Answer
Acknowledgment
Yes/No
Employee Signature
Short Answer

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Template FAQs

Common questions about the New Employee Intake Form — what it captures, when to use it, and how to make it your own.

What is a new employee intake form?

It’s a form that captures a new hire’s details for HR records and systems. It records their role, department, contact information and training status, so their employee record is complete and accurate from day one, with nothing missing to chase later.

What does the form capture?

The employee’s name, start date and work email, contact number, home address, department, employment type and job title, and employee ID if known. Workplace training completed, notes or special requirements, an acknowledgment and a signature complete it.

When would it be used?

As a new hire joins, alongside onboarding. Capturing their full details at intake means HR can set up payroll, systems and records accurately from the start, so the employee is properly established rather than half-registered with gaps that surface weeks later.

Who is this form for?

HR and people teams that set up new hires, and the employees joining. It suits any organization that wants new starter records captured accurately and consistently, so payroll, access and compliance are all correct from an employee’s first day.

Why capture training completed and job title?

Recording training status and exact job title from the start keeps compliance and records straight — you know who’s cleared for what and where they sit. Capturing it at intake avoids gaps that cause problems later, from missing mandatory training to a payroll grade being wrong.

Is this form free to use?

Yes, it’s free. Create a Fun Forms account, customize the departments and fields to match your organization, restyle it to your brand colors, and embed it on your intranet with no coding. New hire records then arrive complete and ready to set up.

Make a free Fun Form

No credit card
Unlimited forms
Unlimited results

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