⚠️ Available in Professional package. Interested? Please e-mail us at sales@peopleforce.io to find out more.
Every company works differently, and HR managers often handle many types of employee requests every day. Custom request forms help make this process simple and organized.
With custom request forms, HR can create their own forms for any type of request - for example, expense reimbursement, learning and training requests, business needs, or asset requests. No technical skills are required.
Employees can easily submit requests by filling out a clear, structured form instead of sending messages or emails. All requests go to the right person right away - manager, department’s manager, specific person.
If you’re interested in trying out the feature, please get in touch with our customer support team via chat or email at support@peopleforce.io.
Access to custom request configuration
Access to custom request configuration
To begin, navigate to Settings and select Forms. Choose Custom request to start customizing the form.
Create the custom request form
Create the custom request form
The custom request form is structured with three blocks tailored to accommodate your company's specific requirements:
Details block:
Here, you can assign a name and add a brief description to the form. The name could reflect the request is going to be about, such as "Learning request" or "Assets request."
You can connect a workflow to a request form. A workflow is simply an automatic set of actions that happens after an employee submits a form or after it gets approved. If you don’t need anything to happen automatically, you can just leave this field empty.
If you’re not sure what actions should happen after a form is submitted, don’t worry - your Customer Success Manager can help you set up workflows during Onboarding that fit your company’s process.
2. Fields. Create sections and add the necessary fields for users to fill out. When you click Add → Fields, the following field types are available:
Select employee: The employee can select themselves if the request is for their own need, or select another employee (e.g., HR requests a MacBook for an employee). Tick Multiple in the field settings to let them select several people (e.g., HR requests MacBooks for a group of employees).
Date: The employee can choose a date from a calendar.
Number: The employee can enter a number in this field.
Single select: The employee can choose one option from a list.
Multiple select: The employee can select multiple options from a list.
Single-line text: The employee can enter a short free-text answer.
Multi-line text: The employee can enter a longer free-text answer, such as details or requirements.
Upload file: This field allows an employee to attach a file when submitting a request.
Employees can upload documents such as receipts, invoices, or confirmations.
You can turn on Add multiple, which lets the employee attach up to 10 files in one request.
This field is especially useful for expense reimbursement requests, where employees need to upload receipts or checks.
Example: Asset request form
Example: Asset request form
To create an Asset Request form, add the following fields:
Asset type
Field type: Single-select
Purpose: Lets the employee choose which asset they need.
Answer options (examples):
Laptop
Phone
Mouse
Desktop computer
Monitor
Asset characteristics
Field type: Multi-line text
Purpose: Allows the employee to describe details or requirements.
Example: preferred model, size, technical specifications, or other notes.
To change the order of the fields, simply use the drag-and-drop function. You can also delete fields, make them required, edit them, or modify entire sections as needed.
3. Approvers. This section allows you to define the individuals authorized to approve this custom request form.
Skip unassigned approvals. Approvals that aren't assigned to a specific person will now be automatically skipped when this option is enabled—so no form gets stuck waiting for an unassigned step.
You can now enable substitutions directly in each form's approval settings. Approvers who are on non-working leave can now have their approval steps automatically forwarded to a designated substitutor—ensuring no delays in the process.
4. Collaborators. In the form's approval settings, click Add collaborator to choose people who will be added automatically to every request submitted with this form. You select them the same way as approvers, and they are linked to the employee the request is submitted for.
Collaborators can view, comment, print the request and add other collaborators.
Collaborators cannot approve the request.
They receive the standard collaborator notifications.
You can also add collaborators manually on a submitted request in the Collaborators panel. When you @mention someone in a comment, PeopleForce asks whether to add them as a collaborator: Share request gives them "view and comment" access with a notification, while Only mention doesn't share the request.
Submit a request
Submit a request
An employee can submit a request from the Quick add section, complete all required fields, and submit it. After submission, you can see the approver or withdraw your request.
Notifications for approvers
Notifications for approvers
Then approvers will receive notifications and see the forms that require approval in Todo's widget.
Monitor all requests
Monitor all requests
HR manager can monitor the process of form submissions and approvals in the Requests module.
Set up permissions
Set up permissions
Once the form is created, enable it in Roles and permissions settings for all employees. Go to the Employees about themselves role and activate the Custom request option to allow employees to submit requests.
