Access to forms

Set up the accesses on forms.

Select Settings.
Go to Forms.
Open the folder of your choice.
Click on the Access column for the form of your choice.
When creating a new form, you can set up the access in the Settings and Access.
In the Access pop-up window, you can add roles to the selected form.
- The building icon: Allow role to access the form in all cases.
- The gear icon: Customize the access for a user with the assigned role to match a specific criterion.
- The person icon: The form will only be available for the employee, candidate, or onboarding profile.
- The bin icon: Allows you to delete the access for the role.
Click on the Lock icon if you wish to set up specific accesses for the different parts of the form.
In the Create and Edit tab, you can define which elements are optional: (unlocked lock ) mandatory (lock), read-only (eye) or hidden (eye with a slash).

Note

The correct access to create, edit, or delete forms for employee, candidate, or onboarding profiles should also be enabled.

Making the template available in specific Emply People

Repeat the first four steps listed above.
Select which area the form should be available in and click Save to confirm.

The areas relate to the Emply People area the selected form should be available in:

Candidates: Available for candidate profiles.
Onboarding: Available for onboarding profiles.
Employees: Available for employee profiles.

Note

You can also set access for forms on a specific role by navigating to Settings+Roles, opening the correct role, typing in the name, and saving. This will set up access under the tab Forms.

Define permissions on a form

Configure role-based permissions on a form to control which users can view or edit specific elements.

Role permissions allow you to restrict access to form elements based on user roles. For example, employees may only view their own data, while managers can view or edit data depending on assigned permissions.

Note

You should have access to the system settings and the form should already be created.

From the main menu, click on Settings+Forms.
Open or edit the relevant form.
Click Settings.
Expand Access.
Click Add role.
Define which roles should have access to the form.
To configure a manager role with limited scope, click the gear icon for Custom.
Select Predefined user and choose Manager.
Select Read only if the role should only view elements.

Note

The role can view but not edit form elements.
Select Create and edit to allow editing and configure permissions for each element.

Note

By selecting the lock icon, define which access to grant the selected role.
- Default: The user can view and edit the element.
- Optional: The user may fill in the element.
- Mandatory: The user must fill in the element.
- Read only: The user can only view the element.
- Hide: The element is hidden from the user.
Click Save changes.

The selected roles now have defined permissions on the form, controlling which elements they can view or edit.

Edit privacy policy on a form

Edit the privacy policy used in application form to apply changes to all forms where it is used.

Go to Settings in the main menu and click Forms.
Open an application form by clicking Edit.
Locate the Privacy policy element and open it for editing.

Note

Only one privacy policy exists per account and changes will apply to all forms where it is used.
Expand and edit the relevant sections: Content, Terms of use, and Privacy policy.

Note

You can insert a link to an external website if the privacy policy is hosted elsewhere.
Click Save changes.

The privacy policy is updated and applied across all forms where the element is used.

Access to forms

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Define permissions on a form

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Edit privacy policy on a form

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