Introduction

ClickTime Forms is a dynamic form builder designed to fully digitize organizational paperwork, replacing traditional paper-based forms with customizable digital forms. 

In ClickTime Australia, the Forms feature replaces paper‑based processes with fully customisable digital forms that can be created, published, and managed from anywhere. Using the built‑in form builder, you can design templates for a wide range of operational needs — from job applications and payroll requests to incident reports, hazard assessments, and PPE inspections.

Forms can be saved as drafts for later editing or published instantly to make them available in the ClickTime mobile app. You can also rename, duplicate, or unpublish forms to keep your library organised, while preserving submitted data for audit and compliance purposes. Access controls ensure only authorised users can view or edit forms, and built‑in export tools make it easy to generate Excel reports for analysis or record‑keeping.

This guide explains how to:

• Create a new form from scratch or a template

• Customise fields and settings for your workflow

• Manage existing forms without losing historical data

• Control access and notifications for form submissions
  

Example Of Forms That You Can Create

ClickTime’s form builder allows organizations to create various forms tailored to their industry. Common form types include

• Job Application Forms – Digital applications for new hires.

• Employee Feedback & Performance Review Forms – Track evaluations and goal progress.

• Payroll & Expense Reimbursement Forms

• Training & Onboarding Forms – Collect necessary employee onboarding details.

• Incident & Accident Reports – Log workplace injuries or safety concerns.

• Workplace Hazard Assessments – Ensure employees report and mitigate risks.

• Safety Training Acknowledgment Forms – Track training completion.

• PPE Inspection Checklists – Verify compliance with personal protective equipment use.

• Emergency Evacuation Forms – Document emergency preparedness drills and incidents.

• Equipment Maintenance & Inspection Forms – Track scheduled machine servicing.

• Site Audit & Compliance Forms – Ensure construction and factory compliance.

• Shift Assignment & Attendance Forms – Assign workforce schedules digitally.

With ClickTime Forms, businesses improve compliance, standardize operational procedures, and enhance efficiency by accessing everything digitally from anywhere.

How to Create a New Form

The form creation process is simple, offering flexibility with custom fields and ready-made templates.

Step-by-Step Guide:

1. Start a new form or clone an existing template for customization.

2. Name the form and click Save.

3. Drag and drop field types from the left panel into the form builder area.
   

4. Save or publish the form:

   • Save → Keeps the form in Draft status for future edits.

   • Save & Publish → Makes the form available to employees immediately via the ClickTime mobile app.
     

5. Customization Window. Once the form is saved and published, a window will appear where you can select to customize various settings, including user assignment, inspection scheduling, and other configuration options.
   

        

Field Options

ClickTime offers a diverse range of field types that enhance form customization and usability. Click Here to view the field type & Questions supported by ClickTime.

Manage forms (Rename, Duplicate & Delete)

• Rename: Update the form’s title to better reflect its purpose or content.
• Clone: Create a copy of the form with all its current settings and fields.
• Delete: Permanently remove a form that is no longer needed.

Forms that already have submitted data—whether from employees, staff, or

other users—cannot be deleted.

This is to prevent accidental loss of important information.

Instead, you can unpublish the form which would make the forms status as Draft,

which prevents further submissions. This approach ensures data integrity and aligns

with ClickTime’s policy against permanent deletion of forms with associated data.

Deleting Fields or Questions from a Form

When editing a form, you may choose to delete specific fields or questions. Here’s how ClickTime handles this:

• Deleting a field or question only affects future submissions.
• Any data already submitted through previous versions of the form will remain intact and accessible.
• This ensures that historical records are preserved, even as you update or streamline your forms

How to Access Rename, Duplicate, and Delete Options

There are two easy ways to access form management actions in ClickTime:

Option 1: From the Form View

1. Open the form you want to manage.
2. Navigate to the [Actions] dropdown menu located at the top-right corner of the screen.
3. Select Rename, Duplicate, or Delete from the dropdown list.

Option 2: From the Forms List

1. Go to the list of all forms.
2. Locate the form of interest.
3. Either:
   • Right-click on the form name, or
   • Hover over the form name and click the three vertical dots (⋮) that appear.
4. A context menu will appear—select the desired action: Rename, Duplicate, or Delete.
   

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Managing Submitted Forms

ClickTime makes it easy to track and manage submitted forms using the Entries tab.

Accessing Submitted Forms:

1. Select a form from the left panel (list of available forms).

2. Navigate to the top of the page and click on the Entries tab

Filtering & Searching Forms:

• Use the period dropdown to filter form submissions by date.

• Search for forms by user, submission status, or form type.

Downloading Entries:

• ClickTime enables bulk exports of form entries into an Excel file for additional processing.

• The exported sheet contains all filtered data, simplifying reporting and audits.

      Watch this video to learn how to export form submissions.

      

Form Settings & Customization

Each form includes customizable settings to tailor accessibility and notifications.

Accessing Form Setting:

1. Select a form from the left panel (list of available forms).

2. Navigate to the top of the forms page and click on the Setting tab
   

3. Now you will see few tabs on the left side of the page. Below is an overview of their functionality

        

Key Configuration Options:

When you navigate to the form settings, you'll find four main sections, each organized into distinct tabs. These tabs enable you to configure specific aspects of the form, ensuring a streamlined setup process. Below is an overview of these settings and their functions.

General Setting Tab

ClickTime offers predefined statuses, with options to add new statuses based on form type you are creating.

Form Availability & Assignment 

Click here to explore the different form types available to you and how they can be effectively used.

Notifications & Emails Tab

The Notification tab allows you to configure alerts and email recipients for new form submissions. You can add multiple recipients to ensure timely updates whenever a form is submitted.

ClickTime offers greater flexibility by allowing you to designate all users within a specific security role or profile to receive notifications for new form submissions. Additionally, you can manually select one or multiple users within your organization to ensure the right recipients stay informed

Form Access Tab

This tab allows you to control who can view and edit a form by assigning permissions to specific role groups or security profiles. Click Her for more information on how the form access works

Important Note:

Before granting access to a user, ensure that their security profile already has permission to view or edit the Forms screen.

If a user's security profile does not include access to the Forms screen, they will not be able to see or modify the form—even if they are granted permission for the form itself.

To successfully give a user access, follow these two steps:

1. Ensure their security profile includes access to the Forms screen

2. Assign them permissions for the specific form

This ensures that users can properly view and manage forms within ClickTime.