Forms & documents (Human Resources → Forms & documents) replaces the paperwork a DSP chases by hand: accident reports, vehicle damage write-ups, disciplinary notices, time-off requests, policy acknowledgments. You build a form once, decide who can start it and what happens after it is submitted, and the app collects the answers, photos and signatures, chases the driver when it is late, and files the finished record against the driver's profile.
Who can use it
HR Forms is on by default for new companies. If your company was set up before this change and you do not see Forms & documents under Human Resources, ask the voiceERP team to switch it on. Once it is on, access is granted by your root user in Settings → Admins. There are two separate grants: HR Forms lets an admin assign forms, fill manager sections, review, sign off, decide, remind and download; HR Form Templates additionally lets them create, edit and duplicate templates. Root users always have both. Drivers see only their own forms in the Work app (More → Forms) and the Home app (HR → Forms).
Templates
A template is a reusable form: sections of fields plus the settings that control its workflow. Open New template to build one, or Duplicate an existing one. Edits go live on save for forms created afterwards; every form already sent keeps a frozen copy of the template as it was when the form was created, so a later edit never changes a filed record.
Each section is filled by the driver or by a manager. Manager sections come first, are filled before the form is sent, and are read-only to the driver. A template drivers can start on their own cannot have manager sections.
Field types: short text, long text, number, date, time, dropdown, multi-select, checkbox, consent checkbox, file upload, photo capture, signature, initials, legal text (display only), employee picker, employee information (the driver's name, transporter ID or phone, filled automatically), and fill-in text — a sentence with blanks the driver completes inline. Use Insert blank to add a blank by name and type; select blanks get their own option rows.
Template settings, in plain terms:
Who can start it — Manager assigns, Driver starts, Both, or Internal only (filled in the office and never shown to the driver).
After the driver submits — optional steps that always run in this order: manager sign-off (acknowledgment or signature), review (approve, or reject with a reason that sends the form back to the driver), decision (approve or deny with a note). The preview under the settings shows exactly which steps are on.
Who gets notified on submit — specific admins and/or a role, and whether to also create an admin task.
What the driver sees after filing — Full record, Own answers, Outcome only, or Hidden. You can override this on any individual record later.
Due date and reminders — the default number of days until an assignment is due, how often to remind the driver (every 4 hours, daily, every 2 days, weekly), the channels used (Push, SMS, or Home app with SMS fallback), and whether to tell the manager when it goes overdue. New templates default to Home app, SMS fallback, which pushes to the Home app and texts the driver a link when they haven't installed it.
Sending a form
Assign a form picks a template and either hand-picked drivers or all active drivers, sets the due date and reminders for this send (defaults come from the template), and, when the template has manager sections, lets you fill them for each driver before sending. Each driver gets their own independent form.
A form whose manager section is not finished waits under Needs preparation until someone completes it and presses Send now or Send later. Send later picks a future time; the form shows as Scheduled until then and can be cancelled or rescheduled. Nothing reaches the driver, and no due date or reminder clock starts, until the form is actually sent.
Internal-only templates are filled from the office with Fill: pick the driver the record is about, complete every section, sign if the template asks, and submit. The driver never sees it, but it appears on their profile for staff.
What the driver does
Assigned forms appear under To do, overdue first, with the due date. Forms the driver may start themselves appear under Start a form. The driver fills one section at a time; progress saves as they go, photos come from the camera or library, and signing means ticking the consent box, then typing their name or drawing a signature. Submit is blocked until every required field, consent and signature is complete. After submitting, the driver sees what happens next.
When a form notice goes out by SMS, or by Home app, SMS fallback to a driver who hasn't installed the Home app, the text includes a link. On a phone without the app, the link opens the form in the phone's browser with the same fields, consent checkbox, and signature pad; on a phone with the app, it opens in the app.
If a reviewer rejects the form, it returns to the driver with the reason. Their answers are kept, but they must sign again before resubmitting. Once a form is filed or denied, what the driver can see and download follows the record's visibility setting.
Working submissions
The Submissions tab lists everything sent or started, filterable by driver, template, status and date. Rows waiting on you are highlighted and sorted first. Open a row for the full record: the step tracker, the action you need to take (Acknowledge or Sign, Approve or Reject, Approve or Deny), the answers by section, photos, every signature with who signed, how, when, and from which device and IP address, and the status history. Send reminder now nudges a driver who has not submitted; automatic reminders stop the moment they submit.
Filed and denied records are locked. Download PDF produces a single PDF of the whole record — answers, photo thumbnails, signatures and their details. Records are kept for at least the retention period your root user sets under Settings → HR Forms (seven years by default) and are never deleted automatically.
Every form linked to a driver — as the subject or through a linked employee field — is listed on that driver's profile under the Forms tab.