Your ExakTime Forms can be created to fulfill various needs, such as gathering required information from your employees, asking employees key questions, etc. While creating a form, you can add unlimited pages to gather as much or as little information as needed. Form pages can also depend on answers from previous pages allowing you to ask follow-up questions for robust data gathering.

When your form is created, you can assign it to your employees based on a manual selection, employee category, or the employee group they belong to. Once your form has been created and assigned, you can then make the form active for your employees to begin answering. 

If you are unfamiliar with creating a form from scratch, you can also use our 'Form Wizard' to create a form with up to 5 page to get started. 

Form Details

The 'Details' tab allows you to enter the form name, type, pages, and more. 

When creating your Form pages, the order of the pages will be based on when the page is added and the order cannot be changed after they have been added. It may help to plan out the order of the pages before creating your form to have the desired order.

1. Enter the initial information for the form:
   
   
   • Form Name
   • Form Type - The form type determines if the form is prompted when the employee is clocking in/out or from the 'Forms' menu of ExakTime Mobile. The form type cannot be modified after it has been selected and saved.
     • Clock In - This form will appear after the employee clocks in for themselves through the standard process (the standard clock in process is to select a location, cost code, equipment, comments, face front photo, and/or GEOfence warnings).
       • The form will not appear if the employee is clocked in from the 'Clock For' screen.
     • Clock Out - This form will appear after the employee clocks out for themselves through the standard process (the standard clock out process is to select a stop location (if enabled), comments, face front photo, and/or GEOfence warnings).
       • The form will not appear if the employee is clocked out from the 'Clock For' screen.
     • Library - This form appears from the 'Forms' menu of ExakTime Mobile and is filled out as needed. Library forms cannot be assigned and are available for all employees currently.
   • Translation Options - Select the auto-translation for the form text in Spanish and/or French.
     • We recommended creating the form in English first and then going back to translate the text afterward.
     • Your employee's profile must be set to Spanish or French to view the forms in the respective language.
     • Enabling translation options will add additional fields to provide Spanish and/or French translations of text.
2. Set up the page for the Form. While creating a page, you can view a preview of the page towards the right. 

   

   • Page Name - The header for the page.
   • Only show this page if... - This option will appear if a previous page contains a 'Button Group' or a 'Dropdown List' to make a page conditional based on an answer.
     • For example, if a 'Button Group' element has a Yes/No answer, you can make a subsequent page only appear if an employee presses 'Yes'.
   • Page Elements - Select from the following elements for the page. Expand the sections below to view more information about the element:
     Button Group

     A group of buttons that allows the employee to respond. This element uses 'Show Logic' which allows subsequent pages to show only the page if a certain button is pressed.

     

     • Short Question Text - The text will appear on reports and Response Viewer. If the element is used for a 'Clock In' or 'Clock Out' form and the question is selected to appear as a column on the time card details, the short question text will appear in the column header.
     • Question Text - The question text the employee will see when completing the page.
     • Optional - If enabled, provide a "Skip" button for the page so employees can skip the question.
     • Button Text - The text the user will see in the listing of available responses to select from.
     • Button Value - The value shown within the Response Viewer and can be used for any following pages that depend on the selected value.
     • Add response button to group - Add a row to the available responses. 
       • While there is no limit to the number of buttons, we suggest using three or fewer buttons.
       • If you need more than three buttons, we recommend using the 'Dropdown List' element instead.
     • Remove Reponse - Remove the row from available responses.

     Check Box

     A single optional checkbox. Use a 'Label' element for a question/statement and the 'Checkbox' element as an available multi choice selection. For multiple checkboxes per page, multiple checkbox elements are required. 

     

     • Short Question Text - The text will appear on reports and Response Viewer. If a 'Clock In' or 'Clock Out' form and the question is selected to appear as a column on the time card details, the short question text will appear in the column header.
     • Question Text - The question text the employee will see when completing the page.

     Cost Code Picker

     Presents a list of active Cost Codes for selection by user

     

     • Short Question Text - The text will appear on reports and Response Viewer. If a 'Clock In' or 'Clock Out' form and the question is selected to appear as a column on the time card details, the short question text will appear in the column header.
     • Question Text - The question text the employee will see when completing the page.
     • Required - Make the element required. The employee must respond to the question before they can complete the page.

     Date Picker

     Ability to select a date.

     

     • Short Question Text - The text will appear on reports and Response Viewer. If a 'Clock In' or 'Clock Out' form and the question is selected to appear as a column on the time card details, the short question text will appear in the column header.
     • Question Text - The question text the employee will see when completing the page.
     • Required - Make the element required. The employee must respond to the question before they can complete the page.

     Employee Picker

     Presents a list of active employees for selection by user.

     

     • Short Question Text - The text will appear on reports and Response Viewer. If a 'Clock In' or 'Clock Out' form and the question is selected to appear as a column on the time card details, the short question text will appear in the column header.
     • Question Text - The question text the employee will see when completing the page.
     • Required - Make the element required. The employee must respond to the question before they can complete the page.

     Location Picker

     Presents a list of active Locations for selection by user.

     

     • Short Question Text - The text will appear on reports and Response Viewer. If a 'Clock In' or 'Clock Out' form and the question is selected to appear as a column on the time card details, the short question text will appear in the column header.
     • Question Text - The question text the employee will see when completing the page.
     • Required - Make the element required. The employee must respond to the question before they can complete the page.

     Dropdown List

     Provides the ability to add multiple items in a drop-down list for a single selection. This element uses 'Show Logic' which allows subsequent pages to show only the page if a certain item is selected.

     

     • Short Question Text - The text will appear on reports and Response Viewer. If a 'Clock In' or 'Clock Out' form and the question is selected to appear as a column on the time card details, the short question text will appear in the column header.
     • Question Text - The question text the employee will see when completing the page.
     • Required - Make the element required. The employee must respond to the question before they can complete the page.
     • Response Text - The text the user will see in the listing of available responses to select from.
     • Response Value - The value shown within the Response Viewer and can be used for any following pages that depend on the selected value.
     • Add response button to group - Add an additional row to the available responses. Multiple rows can be added.
     • Remove Reponse - Remove the row from available responses.

     Label

     Allows users to enter any text to display on this page.

     

     • Short Question Text - The text will appear on reports and Response Viewer. If a 'Clock In' or 'Clock Out' form and the question is selected to appear as a column on the time card details, the short question text will appear in the column header.
     • Question Text - The question text the employee will see when completing the page.

     Number

     A field that allows employees to enter a number.

     

     • Short Question Text - The text will appear on reports and Response Viewer. If a 'Clock In' or 'Clock Out' form and the question is selected to appear as a column on the time card details, the short question text will appear in the column header.
     • Question Text - The question text the employee will see when completing the page.
     • Required - Make the element required. The employee must respond to the question before they can complete the page.

     Paragraph Text

     This is a field in a paragraph format to enter any text.

     

     • Short Question Text - The text will appear on reports and Response Viewer. If a 'Clock In' or 'Clock Out' form and the question is selected to appear as a column on the time card details, the short question text will appear in the column header.
     • Question Text - The question text the employee will see when completing the page.
     • Required - Make the element required. The employee must respond to the question before they can complete the page.

     Signature

     A signature field that requires users to enter a signature.

     

     • Short Question Text - The text will appear on reports and Response Viewer. If a 'Clock In' or 'Clock Out' form and the question is selected to appear as a column on the time card details, the short question text will appear in the column header.
     • Question Text - The question text the employee will see when completing the page.
     • Required - Make the element required. The employee must respond to the question before they can complete the page.

     Simple Text

     A small field that allows employees to enter short responses.

     

     • Short Question Text - The text will appear on reports and Response Viewer. If a 'Clock In' or 'Clock Out' form and the question is selected to appear as a column on the time card details, the short question text will appear in the column header.
     • Question Text - The question text the employee will see when completing the page.
     • Required - Make the element required. The employee must respond to the question before they can complete the page.

     Time Picker

     Ability to select a time.

     

     • Short Question Text - The text will appear on reports and Response Viewer. If a 'Clock In' or 'Clock Out' form and the question is selected to appear as a column on the time card details, the short question text will appear in the column header.
     • Question Text - The question text the employee will see when completing the page.
     • Required - Make the element required. The employee must respond to the question before they can complete the page.
3. Click Add Element to add the element to the page. The element should be listed in the section below. If possible, you may also add additional elements to a page. Click Save Page when finished. The page will appear below the 'Page Details' menu.

   

4. To add additional pages, click Add New Page to create a new page. This new page will always follow the current page and the order of the pages cannot be changed after they have been added. Repeat until the desired pages have been added. 

   

5. Click Save & Continue to save and continue viewing the form to add additional pages or assign the form to employees. Click Save & Finish to save the form and return to the "Forms List".

After creating a Form, you can assign the form to the employees who should complete the form and set the form's settings to be active and enabled for ExakTime Mobile use.

Translation Options

While creating or editing a form, you can include Spanish, French, or both language options with the drop-down menu.

Additional fields will be available to enter Spanish/French translations and toggles to view the pages in the selected language.