Employee Information Form

Employee Information Form Template Overview

Collecting accurate employee information is one of the most important steps in the HR onboarding process. A well-designed employee information form gives your team a reliable, centralized record of every staff member’s personal details, employment status, and emergency contacts from day one. This free Ninja Forms template makes it easy to build and deploy a professional employee information form directly on your WordPress site, without touching a single line of code.

Whether you manage a small business with a handful of team members or an enterprise HR department processing dozens of new hires each month, this template adapts to your workflow. HR professionals, office managers, operations coordinators, and business owners will all find it immediately useful. The form captures the essential details your team needs while keeping the experience straightforward for employees completing it.

Built on Ninja Forms’ drag-and-drop form builder, this template is fully mobile-responsive and works seamlessly with the free version of the plugin. Every submission is stored securely on your WordPress site, giving you complete ownership of your data. From personal contact details to emergency contacts and employment basics, the form covers the core information HR teams rely on every day.

Key features of this employee information form template include:

• Pre-configured personal information fields – Capture full name, email, phone number, and home address with no setup required.
• Employment details section – Collect job title, department, start date, and employee ID in one place.
• Emergency contact fields – Ensure you have the right contacts on file for every team member.
• Automated email notifications – Instantly send a confirmation to the employee and alert HR when a form is submitted.
• Spam protection via hCaptcha – Keep your submission data clean and bot-free using Ninja Forms’ preferred spam protection partner.
• Secure data storage – All submissions are stored locally on your WordPress server, not on third-party servers.
• Mobile-responsive design – Employees can complete the form on any device, including smartphones and tablets.

This template pairs naturally with other Ninja Forms templates like the job application form and new hire checklist, making it an ideal starting point for a complete digital HR onboarding workflow.

What’s Available on the Employee Information Form Template?

This employee information form template is structured around three logical groupings: personal details, employment information, and emergency contact data. The form is intentionally concise, targeting the core fields every HR team needs without overwhelming new hires with unnecessary questions. All fields use official Ninja Forms field types, and the template is ready to import and publish with minimal configuration.

Personal Information Fields

• First Name (First Name): Captures the employee’s given name. Required.
• Last Name (Last Name): Captures the employee’s surname. Required.
• Personal Email Address (Email): Used for sending the employee a confirmation copy of their submitted information. Required.
• Phone Number (Phone): The employee’s personal or mobile phone number for HR records. Required.
• Home Address (Address): Full home address for payroll and records. Optional.

Employment Information Fields

• Job Title (Single Line Text): The employee’s official job title as it appears in HR records. Required.
• Department (Select): A dropdown list of departments (e.g., Marketing, Engineering, Finance, Operations, HR) for consistent data entry. Optional.
• Start Date (Date): The employee’s official first day of employment. Required.
• Employee ID (Single Line Text): An internal identifier assigned by HR. Optional – may be left blank for new hires and filled in after onboarding.

Emergency Contact Fields

• Emergency Contact Name (Single Line Text): Full name of the person to contact in case of an emergency. Required.
• Emergency Contact Phone (Phone): The emergency contact’s phone number. Required.

Spam Protection and Submission

• hCaptcha (hCaptcha): Prevents bot submissions while maintaining a user-friendly experience. Ninja Forms’ preferred spam protection solution. Not required (automated).
• Submit (Submit): The form submission button. Label can be customized (e.g., “Submit My Information”).

Automated Responses and Smart Integrations

This employee information form is designed to do more than collect data. It works behind the scenes to confirm receipt with the employee, notify HR automatically, and sync with external tools to streamline your onboarding operations and reduce manual data entry.

• Email Notification: Sends an automatic confirmation to the employee’s provided email address with a summary of the information they submitted, plus a separate notification to HR or the designated internal email address with the full submission details for immediate follow-up.
• Success Message: Displays a clear, reassuring thank-you message after submission, confirming that the form was received and letting the employee know what to expect next in the onboarding process.
• Redirect: Optionally redirects the employee to a custom onboarding page, a welcome portal, or an HR resources page after submission.
• Anti-Spam Protection: Uses hCaptcha to prevent bot entries while maintaining a smooth, accessible experience for real users.

Enhanced Functionality (Optional):

• Conditional Logic (Optional): Use Conditional Logic to show or hide fields based on employee responses. For example, show additional fields for remote employees or display a secondary contact section only when relevant.
• File Uploads (Optional): Activate File Uploads to let employees attach a signed acknowledgment form, a copy of their ID, or other onboarding documents directly within the form.
• PDF Form Submission (Optional): Enable PDF Form Submission to automatically generate a PDF record of each employee’s submitted information, which can be emailed to HR or the employee for their own records.
• CRM Integration (Optional): Sync employee records and contact details with your CRM for streamlined people management. Connect with OnePageCRM to automatically create new contacts and assign onboarding follow-up actions. Other supported CRMs include HubSpot, Salesforce, Zoho CRM, and Insightly.
• Layout and Styles (Optional): Use Layout and Styles to present the form in a clean multi-column layout that matches your site’s branding, making the experience more professional for new hires.

Ready to get started? Follow these steps:

1. Download and import the template: Import the .nff file and open it in Ninja Forms.
2. Confirm fields: Review Form Fields and settings to ensure all fields match your HR requirements.
3. Confirm actions: Verify email notifications, success message, and any redirect or GDPR actions are configured correctly.
4. Enable optional add-ons: Consider activating Conditional Logic, File Uploads, PDF Form Submission, or Layout and Styles for enhanced functionality.
5. Publish and share: Embed on a private HR page or share a direct link with new hires via email during their onboarding sequence.

A smart form like this one helps you avoid missed connections, automate the busywork, and improve your employees’ onboarding experience all at once.

How Can the Employee Information Form Be Used?

HR and operations teams face the same recurring challenge: collecting complete, accurate employee data quickly without creating friction for new hires. Paper forms get lost. Email threads become unmanageable. Spreadsheets fill up with inconsistent formatting that takes hours to clean. A digital employee information form hosted on your own WordPress site eliminates all of these problems. Data is collected consistently, stored securely, and immediately accessible to the people who need it.

This template is flexible enough to serve multiple roles within an organization. From new hire onboarding to annual HR data reviews, explore the most common ways this template empowers different users:

HR Managers: Standardize New Hire Onboarding

For HR managers, the biggest challenge in onboarding isn’t the paperwork itself – it’s the inconsistency. When different managers collect employee data in different ways, the result is a patchwork of spreadsheets, incomplete files, and missing emergency contacts. This employee information form template gives every new hire the same structured experience from day one. HR managers can embed the form on a private onboarding page and send new hires a direct link before their first day. Submissions are automatically stored in Ninja Forms and can be exported to CSV or connected to your HR software via CRM integrations. With the optional PDF Form Submission add-on, a formatted PDF record is generated automatically for each employee file.

Small Business Owners: Collect Employee Records Without Dedicated HR Software

Not every organization has a dedicated HRIS or HR platform. Small business owners managing five to fifty employees often handle HR data manually, which creates real risk when an emergency contact is needed or payroll information has to be verified quickly. This staff information form template gives small businesses a professional, centralized solution that lives on their own WordPress site. No monthly software fees, no third-party data processors, and no complicated setup. New employees complete the form online, submissions are saved instantly, and the owner or office manager receives an automatic email notification with everything they need.

Office Managers: Keep Employee Records Current Year-Round

Employee information changes. People move, change phone numbers, update emergency contacts, and shift to new roles. Office managers often discover outdated information at the worst possible moment – during an emergency or a compliance audit. This employee data collection form can be reused beyond initial onboarding as a periodic review tool. Send the link to all employees on an annual basis and ask them to resubmit updated information. With optional Conditional Logic, the form can show additional fields based on employment type or department, making it relevant for both full-time staff and contractors.

IT and Operations Teams: Automate Internal Workflow Notifications

When a new employee joins, IT needs to know their start date and department to provision accounts and equipment. Operations may need their location and job title to arrange office access. Coordinating this information manually creates delays. With Ninja Forms’ email notification system, this new employee form can automatically send role-specific notifications to multiple internal teams at once. IT receives the start date and department, facilities receives the location, and HR receives the full record. Optional integrations with Zapier can trigger automated workflows in downstream tools like Google Workspace, Microsoft 365, or project management platforms.

Nonprofits and Educational Organizations: Manage Volunteer and Staff Data Together

Nonprofits and educational organizations often manage a mix of paid staff, part-time employees, and volunteers, all of whom need to be on file for compliance and safety purposes. This employee information form template is easily adaptable for volunteer information collection with minor field label changes. Organizations can deploy one form for staff and a lightly customized version for volunteers, keeping all records in one WordPress installation. The optional File Uploads add-on allows staff or volunteers to submit required documents, such as background check authorization forms or certifications, alongside their basic information.

How to Install the Employee Information Form Template

Getting started with this template takes just a few minutes. Follow these steps to add a professional employee information form to your WordPress site.

Step 1: Download the Template File

Click the download button on this page to receive the .nff template file. No account is required and the template is completely free. The file is approximately 5KB and is compatible with Ninja Forms 3.0 and above. Once downloaded, save the file somewhere you can easily find it, such as your Downloads folder or Desktop.

Step 2: Access Your Ninja Forms Dashboard

Log in to your WordPress admin area and navigate to Ninja Forms in the left sidebar. If you haven’t installed Ninja Forms yet, you can download and install it for free from the WordPress plugin repository. The minimum requirements are WordPress 5.0 or higher, Ninja Forms 3.0 or higher, and PHP 7.0 or higher. Once inside the Ninja Forms dashboard, locate the Import/Export option.

Step 3: Import the Template

Click the Import button within Ninja Forms, select the .nff file you downloaded, and confirm the upload. The import process takes only a few seconds. All form fields, field settings, and default configurations are preserved exactly as designed. No additional configuration is needed to get the form working.

Step 4: Customize Your Form (Optional)

Once imported, the form opens in Ninja Forms’ drag-and-drop builder where you can make adjustments without any coding. Popular customizations include:

• Adding or removing fields to match your specific HR requirements
• Updating the Department dropdown with your organization’s actual department names
• Adjusting required vs. optional field settings
• Adding a GDPR consent field to flag submitted data as personally identifiable
• Changing button label text and success message copy

Step 5: Add the Form to Your Website

To embed the employee information form on a page, use the Ninja Forms Gutenberg block in the WordPress block editor, the Ninja Forms shortcode in the classic editor, or the Ninja Forms widget in a widget area. For best results, create a dedicated, private or password-protected page for this form (for example, at a URL like /onboarding/employee-information/) so only new hires and authorized staff can access it. A dedicated URL also helps with internal linking in your onboarding documentation. For detailed embedding instructions, visit the Ninja Forms documentation.

Frequently Asked Questions About the Employee Information Form

Is the employee information form template free?

Yes, the template is completely free to download and use. It requires Ninja Forms, which is also free to install from the WordPress plugin repository. No credit card, account, or subscription is required to download the template file or use the core Ninja Forms plugin. Optional add-ons that enhance the form, such as Conditional Logic or File Uploads, are available for purchase separately if needed.

Do I need coding skills to customize this template?

No. Ninja Forms uses a fully visual drag-and-drop builder, so you can add, remove, or rearrange fields, update labels, adjust settings, and configure notifications entirely without writing any code. Most users have their customized form live within minutes of importing the template. For styling adjustments, the optional Layout and Styles add-on provides a point-and-click interface for visual customization.

Will this employee form work on mobile devices?

Yes. All Ninja Forms templates, including this employee information form, are built to be fully mobile-responsive. The form automatically adapts its layout for smartphones, tablets, and desktop computers. New hires can complete the form on any device before or on their first day, which is especially helpful for distributed and remote teams.

Can I integrate this form with my HR software or CRM?

Yes. Ninja Forms supports integrations with a wide range of CRM and HR tools. You can connect with OnePageCRM to create contacts automatically, or use integrations for HubSpot, Salesforce, and Zoho CRM. For tools not directly supported, the Zapier add-on connects to over 4,000 apps, and the Webhooks add-on enables custom data routing to virtually any endpoint.

Can I add a file upload field so employees can submit documents?

Yes, with the optional File Uploads add-on. Once activated, you can add a file upload field to the form and configure allowed file types (PDF, Word documents, images, etc.) and maximum file sizes. This is useful for collecting signed onboarding documents, ID verification copies, certifications, or any other supporting materials alongside the basic employee information.

How is submitted employee data stored and kept secure?

All form submissions are stored directly on your own WordPress server’s database. Ninja Forms does not send employee data to third-party servers, so your organization retains complete control over the information. For additional data protection, Ninja Forms includes built-in GDPR compliance tools, including the ability to flag form fields as Personally Identifiable Information (PII), which affects how the data is handled in data export and deletion requests. Always consult with your legal or compliance team regarding applicable data privacy regulations.

Can I send the submitted information to multiple people automatically?

Yes. Ninja Forms allows you to set up multiple email notification actions on a single form. You can configure one email to go to the employee as a confirmation, a second to HR with the full record, and a third to IT or a hiring manager with relevant details. Each notification can be customized with different content and recipients using merge tags to pull in submitted field values dynamically.

Does this template work with Elementor, Divi, or other page builders?

Yes. Ninja Forms is compatible with all major WordPress page builders, including Elementor, Divi, Beaver Builder, and Avada. You can embed the employee information form on any page built with these tools using the Ninja Forms widget or by inserting the form via the page builder’s HTML module. The form inherits the styling of your theme and can be further customized with the optional Layout and Styles add-on.

Can I use this template on multiple websites?

You can download and import the template file to as many WordPress sites as you need. The template file itself is freely reusable. Note that Ninja Forms add-on licenses are typically sold per site, so if you activate premium add-ons on multiple sites, you will need the appropriate license for each. Check the Ninja Forms pricing page for details on multi-site licensing options.

What if I need help setting up or customizing the form?

Ninja Forms provides comprehensive documentation at ninjaforms.com/docs, covering everything from initial installation to advanced field configurations and action settings. If you need personalized assistance, the Ninja Forms support team is available to help with setup, troubleshooting, and customization questions. You can also explore the full template library for additional form templates that complement this one in your HR workflow.

Why Choose Ninja Forms for Your Employee Information Form?

Ninja Forms combines power with simplicity, making it the ideal platform for collecting and managing employee information within WordPress.

No Coding Required

The drag-and-drop builder lets you configure every aspect of your employee information form visually. Add fields, adjust labels, set required fields, and configure notifications without writing a single line of code. Your HR team can manage the form independently.

Mobile Responsive and Fast

Every Ninja Forms template automatically adapts to any screen size, from desktop to mobile. Forms load quickly and perform reliably across all devices, ensuring new hires can complete their information on any platform before or during their first day.

Secure and Reliable

Form data is stored locally on your WordPress server, not on external servers. Ninja Forms includes built-in GDPR compliance tools, hCaptcha spam protection, and input sanitization to protect the sensitive personal data collected in an employee information form.

40+ Add-ons for Tool Integrations

Connect your employee information form to the tools your HR team already uses. Integrations are available for leading CRM platforms, email tools, cloud storage, project management apps, and automation platforms. Browse all available options at ninjaforms.com/add-ons.

Flexible and Customizable

Start with this template and make it yours. Add branding, adjust the department dropdown, include additional HR-specific fields, apply conditional logic for different employee types, or break the form into multiple steps. Ninja Forms grows with your organization’s needs.

Free Core Features

The core Ninja Forms plugin is completely free, and this template works entirely within the free version. You only need to purchase add-ons if you want enhanced functionality like file uploads, CRM sync, or PDF generation. Unlike many competing plugins that lock basic features behind expensive licenses, Ninja Forms gives you a fully functional employee information form at no cost.

Download Your Free Employee Information Form Template Today

Stop relying on paper forms, email attachments, or shared spreadsheets to collect employee data. Take control of your HR onboarding process with a professional, customizable template that you own and host on your own WordPress site.

What you get with this free download:

• Complete .nff template file ready to import into Ninja Forms
• Pre-configured personal, employment, and emergency contact fields
• Automated email notification and success message actions included
• Mobile-responsive design that works on all devices
• Compatible with the free version of Ninja Forms
• No credit card required

Join thousands of HR professionals, office managers, and business owners who trust Ninja Forms for their most important employee interactions.

Questions? Check out our complete template library or contact our support team for personalized assistance.