Overview

Staff Forms are a flexible tool within the People module that allows operators to collect structured responses from staff for a range of internal processes. Forms can be configured with custom questions and field types, enabling operators to design forms tailored to their specific reporting or procedural needs. Once defined, these forms are available in the Driver’s App under the More tab, where staff can submit responses directly from their mobile device.

Common use cases for Staff Forms include:

• Incident Reporting (e.g. a vehicle accident, injury or safety concern)
• Operational requests (e.g. uniform replacement or equipment issues)
• Training requests or certification declarations
• General HR processes such as return-to-work declarations or feedback surveys

Each form response is submitted and stored in the system for review and action. The HR or admin team can export responses to Excel, update the status of the response and add follow-up notes to manage next steps.

Form definitions are version-controlled, allowing updates to form questions without affecting historical submissions. Responses can be tracked through a clear review process with full activity logging to ensure accountability and compliance.

Permissions

Users in the People and Operations roles can:

• Create and edit Staff Forms
• Add notes and update response statuses

Accessing Staff Forms

Navigate to People → Staff Forms under the Configuration section.

Screenshot: People dashboard showing Staff Form Responses tiles, and link to managing Staff Forms under the Configuration section

Screenshot: Staff Forms list page.

Creating a Staff Form Definition

The Staff Form Definition includes:

• A Form Name
• A list of Questions with:
  • A Prompt (e.g. “Date of Accident”)
  • A Field Type (e.g. Text, Date, Time, Yes/No, Upload Photos)
  • Whether the field is Required

Once saved, the version is locked and available for use in the Driver’s App

Modifications to a staff form definition will create a new version.

Screenshot: Create Staff Form view showing question prompts, answer types and the required Yes/No fields.

Driver Experience

On the Driver’s App, forms appear on the More tab. Tapping a form opens the entry screen. Drivers can complete the required questions and attach any images if configured.

Screenshot: More tab showing list of forms.

Screenshot: A form being filled out including adding photos.

Viewing Staff Form Responses

All submitted forms can be viewed on the Staff Form Response page. You can:

• View the submitted data and answers
• Update the status to In Review, Completed or Cancelled
• Add notes which will record the timestamp and author
• View the activity log showing all updates to the response.

Screenshot: Staff Form Response view, with Question Responses and Notes. Triple Dot Menu shows available options.

Screenshot: Staff Form Response showing the Notes tab & Activity Log.

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