Manage your forms in FieldInsight
Send form requests to technicians and schedulers to complete Skills, Inductions, and training specific to a site or internal Training and SOPs. Forms can also be used to file Incident reports on site.
Setup
Add a form
Go to the Form Templates tab by clicking on Library on the left-hand side menu.
In the Assigned Form section you will see the list of already created forms and the relevant technician you assign it to.
To create a new form, simply click on the Library tab next to Assigned Form.
To add a new form, simply click on +Add Template.
A new blank form will open up, where you can create the template based on your requirement.
Let's take an example of Truck license in this one.
Fill out the name and short code (nickname, this is used in the skills matrix to identify this skill).
The expiry sets how long the form is valid for, for example if this is an annual training that you want the staff to undertake every year, set the Expiry to 1 year
Set the form category
Then choose the Form type - In case the Form type is blank, click on (Add) to create a new form type.
A new pop-up window will appear. Click on +Item to add the new Form Type.
Set the Name for your New Form Type and hit Create.
Now you will be able to select it under the drop-down menu. Repeat the process to add more Form types.
Approvers and reminders
Select an approver - this is the staff member that checks the form when it's been submitted. You can select one or more based on your setup.
Select a reminder type to send the form when it's requested and submitted
Allow comments on a form
Adding Expiry and Issue Dates to Your Form
When creating or editing a form, you can enable date tracking for licences or certifications.
Tip: Using expiry and issue dates ensures timely renewals and better compliance tracking.
Add Descriptions & Instructions
Use the Description field to let users know what details are required. Example: "Kindly update your license details here."
Use the How to field to provide guidance. Example: "Open the form and fill in the respected fields."
Click + Add field to include additional information such as licence number, issuing authority, or attachment uploads.
A new pop-up will appear.
Set the Field name, Field type, and tick the checkboxes as relevant.
Repeat the same for other Fields that you add - we have numerous Field type options to suit your needs.
Once done setting up, click on Create to save your form.
Ask a staff member to complete a form
Open Library and look for the form that you want to request an employee to fill out. You may make use of the search bar.
NOTE: The new template can be found in the relevant library in regards to the Form category selected while creating the form. Eg: If the form category was selected as Skills, then you will find the template in the Library of Skills section.
Tick the checkbox next to it.
Then click on Request form.
Select the staff to send the form to and click Add selected.
The form will be assigned the selected staff member, and you can keep a track of its status in the Assigned Form section.
Complete a form
An email or SMS is sent with a link to fill out the form. The staff member can click on the link in the message, and fill out the form (they need to login first), or open the notifications or forms in the app to see all forms that they have been requested to fill out.
Schedulers can see all forms that they have been asked to fill in under Library - my forms
Approve a form
When a form is submitted by a staff member, the Approver is sent a message with a link to view and approve the form. Schedulers can also approve forms under Library - forms. Click on a form to view it and mark it as complete.
Conclusion
By setting up and managing forms in FieldInsight, you can centralise and streamline how your team handles licences, inductions, training, and incident reports. The flexibility to customise expiry dates, issue dates, descriptions, and form fields ensures that every requirement is captured accurately.