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Onboarding Forms are reusable, structured data-collection definitions you build once and attach to onboarding tasks. Unlike a free-text task, a form has typed fields (text, select, date, email, and more) so the answers you collect are clean and consistent. You can also map form fields to your documentation platform so client answers flow into Hudu or IT Glue automatically.
Forms are the structured successor to linking a Survey on a task. When a form task has a form attached, clients fill out the form; if no form is attached, the task falls back to the older inline survey experience.

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Why Use Forms

  • Collect structured data — typed fields instead of free text, so answers are consistent across clients
  • Reuse across portals — build a form once and attach it to any template’s tasks
  • Map to documentation — push client answers straight into Hudu asset layouts or IT Glue flexible asset types
  • Allow repeat entries — let clients submit multiple records (e.g. one entry per location or per admin account)

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Building a Form

Forms are managed in Settings > Onboarding > Forms, a workspace with a list of forms on the left and the selected form’s details on the right.
1

Open the Forms tab

Go to Settings > Onboarding and click the Forms tab.
2

Create a form

Click New. A draft form named “New Form” is created and selected.
3

Set form details

In Form Settings, set:
  • Name — the form’s display name
  • Status — Draft while you build, Active when ready to use
  • Repeat Entries — toggle on (+ One More) to let clients submit multiple entries, or off (Single) for one
  • Description — optional context
4

Add fields

Click Add Field for each piece of information you want to collect. Configure each field, then click Save.
5

Save the form

Click Save. Set the status to Active when the form is ready to attach to tasks.

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Field Types

Each field has a Type that controls how clients answer it:

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Field Settings

Each field supports:
  • Label — what the client sees
  • Required — whether an answer is mandatory
  • Placeholder — example text inside the input
  • Help Text — guidance shown under the field
  • Options — for select fields, one option per line or comma-separated
  • Key (under Advanced) — an internal identifier used to store the answer; clients never see it. The key is derived from the label automatically.
Write labels and help text from the client’s perspective. “Microsoft 365 admin email” is clearer than “M365 UPN”.

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Mapping Fields to Hudu or IT Glue

Mapping lets a field’s answers populate your documentation platform. Each field has a Field Mappings subsection.
1

Add a mapping

Under a field, click Hudu or IT Glue to add a mapping for that provider.
2

Choose the target

Select the Asset layout (Hudu) or Flexible asset type (IT Glue), then pick the Field Name to map to. These options come from your synced documentation data — you pick from dropdowns, never type IDs.
3

Save

Click Save on the mapping.
Mapping requires synced documentation data. If you haven’t run a Hudu or IT Glue sync yet, you’ll see a prompt to run the documentation integration sync first, then return to map fields.

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Attaching a Form to a Task

Forms attach to tasks in the template builder. When editing a task with the Form evidence type, select the form to attach. You can also override whether that specific task allows multiple entries. See Onboarding Templates for task configuration details.

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What the Client Sees

When a client opens a form task in their portal, the form renders inline with all its fields laid out by type — dropdowns for selects, toggles for Yes/No, date pickers, and so on. Required fields are marked.
  • Clients fill out the fields and click Save Form
  • A Saved badge confirms the submission
  • If the form allows repeat entries, submitted entries appear as chips (Entry 1, Entry 2, …) and a One More button lets clients add another

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Permissions

Onboarding Templates

Attach forms to tasks in your templates

Client Portal

How forms appear to your clients