Custom forms

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The ability to fill out custom forms for members of your organization is one of the more highly tailor-made features of ChartHop. Custom forms can be used for Performance Reviews, DEI Information, Employee 1:1, and so much more. Custom Forms, in conjunction with Custom Fields, are what make ChartHop such a flexible tool when it comes to capturing the important information within your org.

To create your own custom form, click the Settings icon at the top right of your screen and select Custom Forms. 

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New custom form

Once you are on the Custom Form page, click the Create Custom Form button.

With the Custom Form modal open, you can now fill out the relevant fields to customize your form.

Form title: This is the name of your form that will appear to users when they are filling it out.

Status: The status of the form is in reference to how and where the form is available to be filled out.

  • Inactive:¬†Inactive status means that a Form has not yet been made available
  • Todo:¬†To-Do forms are only visible to the people you send the form to fill out via the "Review" functionality.
  • Active:¬†Active forms can be seen from an employees profile (e.g. 1:1 report) at any time

Can be completed by: Who can fill out the form; they will see a button appear on the profile page. This is not necessarily the same as who has access to the information. Access to the information is controlled by the Sensitivity of each individual field.

When creating a Custom Field, always set the sensitivity to reflect who you want to see the answers. The field is the answer to the question, not the actual question. If any fields to be included on a performance review form are set as ‚ÄúHighly Sensitive‚ÄĚ the users will not be able to fill out the form (unless they have access to sensitive information which is unlikely).¬† It is imperative the Custom Field access-levels for fields to be included in performance review forms are set to Manager-Shared or Manager-Only.¬†

Must be approved by: This field determines who approves the form once it has been filled out.

  • No Approval Needed:¬†After this form has been filled out, the user requires no approval for submission.
  • Manager:¬†The manager (for example "Billy") of the person ("Johnny") will approve the inputs.
  • Manager's Manager:¬†The manager ("Chris") of Billy approves the form that was filled out about Johnny.

Author visibility: This part of the form determines the level of the author's (person filling out the form) visibility

  • Non-Anonymous:¬†Anyone who can see the form submission (based on sensitivity level) will see who wrote it.
  • Highly Sensitive:¬†Restricts authorship of form to Sensitive-access users only.
  • Anonymous:¬†Disallows anyone from seeing who submitted the form.

On submission, email all information to: 

Once a form is complete you can set this field to notify any individual in your organization of the new form submission. Custom Form emails will be sent to people who can see the data in the form.

  • The person's manager:¬†Any submitted form will notify the manager of the author with a summary of the completed form.
  • The person themselves:¬†The person who completed the form will receive an email notifying them of their submission.
  • Person input field:¬†To enter a custom email recipient, type the name of the person you wish to receive an email upon form completion.

(Note: If the chosen recipient has a limited-access view as defined in the "Manage Users" section of "Settings", they may not have a full view of the completed form.)

Other options:

  • Fill the form with previous information:¬†If you check this option, the form will appear with the previous information filled in (if the user has the ability to see that information). Otherwise, the form will appear with all fields blank.
  • Allow Saving Drafts:¬†If you check this option, the form will contain a "Save Draft" option which allows the user to save a draft version without actually submitting.
  • Allow Editing For...:¬†Adding an¬†End Date¬†to a form will give authors a limited time window to complete their submission. If you want the author to be able to edit their submission, enter a¬†Time Range

Adding in required questions for custom fields

This part of the Custom Form Modal allows you to create custom questions relevant to Custom Fields, in order to gather desired data when users are filling out forms. To build out a question, select the Add Field button.

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Once you have added a field, you can toggle the Req button to signify if the question is required to answer before submitting.

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Next, you can select the Custom field relevant to the question you are forming. For this example, we are choosing the "Hobbies outside of work:" field. 

Next, type the question(s) as you want them to appear in the form and click Save.

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