5 Use Cases — How You Can Use HR Forms in Confluence

This article is a guest post written by Anna Odrynska from Alpha Serve.

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As a professional collaboration documentation tool Confluence helps teams to share knowledge efficiently across different functions, be it capturing project requirements, assigning tasks to their performers, managing calendars, etc. But who can benefit from it, in particular, is the human resources department. 

Talent hunting and assessment, hiring, onboarding newcomers, employee development and promotion, and, finally offboarding… It seems like the life of the recruitment team had been a real nightmare before the tech advancements era came and could have included neverending paperwork and tons of mails.

Fortunately, today’s innovative solutions such as Confluence allow handling those tasks with ease and without additional effort. You can use the software’s functionality to create drafts for job posts, quickly share the company’s policies, agreements, and any other documents newcomers and employees may need during their tenure in your organization, as well as track their feedback when it comes time for salary increases. 

Used in combination with other powerful tools like platforms allowing building customizable HR forms it may help further automate processes and standardize recruitment and talent management. For example, forms can make it possible to collect possible data with intuitive and easy to create surveys, quizzes and human resources forms designed strictly in accordance with your needs.

In this article, we share some suggestions and ready-to-implement cases on how Confluence forms can help HR professionals in their daily activities.

1) Hiring Process — Candidate Evaluation Form

During the hiring process, the most important thing is to figure out if the candidate is a perfect fit for the position he or she applies for. For this, HRs normally use specially designated Candidate evaluation forms. These documents are to be completed by the interviewer to rank the candidates' overall qualifications like decision making/judgment, communication skills, educational requirements, problem-solving, teamwork, enthusiasm and initiative, cultural fit, and any other technical or functional skills and knowledge the role may require.

If embed the Microsoft form in Confluence, it will be much easier to complete hiring forms, as you can not only write specific job-related comments in the corresponding fields, but also give the candidate a numerical rating to further compare and evaluate all potential employees, and/or hire/no hire vote count at the end of the process.

2) Onboarding — New Employee Form

Talent is key in any business that’s why it is critically important to make the employee journeys unforgettable from the very beginning. You can use Microsoft forms in Confluence for effective onboarding that will tell a lot about a company and lay the foundation for successful cooperation. 

For example, you can build standardized welcome messages that define and promote corporate culture on one hand and can be personalized, on the other hand. 

You can also create New Employee forms and quizzes to collect certain details from newcomers like identity and payment information, work preferences and expectations, as well as useful data for record keeping and other things to effectively bring new hires “on board”. Microsoft Confluence integration may also provide for the sharing functionality, i. e. makes it possible to upload and keep appropriate files like passport copies, certificates, etc.

3) Knowledge Check — Training/Knowledge Check Quiz

Corporate training is another area that can greatly benefit from HR forms in Confluence. You can quickly design quizzes using Microsoft’s functionality to get the results of employees’ studies.

Just create a new quiz, give it an appropriate name and add questions you want. You can opt for Choice, Text, Rating, and Date types of questions. You can even use math formulas and Ranking to evaluate the newly acquired skills and knowledge of your teammates. 

What is more, with Confluence it’s possible to share the results with the other departments responsible or interested people. This can be done easily with only a link. The results can be accessed by clicking the Responses button.

4) Feedback collection — Employee Feedback Form

Retaining talent is also hard work and to know better about the opinion of the employees about their tenure in your organization HR professionals may use special surveys quarterly, half-yearly or yearly to recognize the areas of improvement.

An Employee Feedback Form is another formal document you can design with the Microsoft Forms for Confluence and use to collect feedback from the employees.

Normally, it includes several questions about job responsibilities, satisfaction, comments, suggestions, and ideas. 

Create a fillable form in Confluence, like Feedback Form, where you may use either ratings or essay format questions so that the employee can fully express his/her feelings.

5) Offboarding — Letter of Recommendation Form

Employees may leave their current positions for many reasons. Be it firing, shifting to another department, or promotion, it is quite important to offboard your former teammate in the most appropriate way. 

Microsoft Confluence integration will be helpful to draft forms for collecting feedback that employees give in exit interviews, build “knowledge transfer” blueprints, or write recommendation letters. The letter may contain advanced fields like rating and comment sections for feedback from managers, a section to agree/disagree, and a comment section for an employee.

All created forms in Confluence can be easily and quickly signed and printed.

Conclusion

Forms are an integral part of every HR manager’s work as it includes administration of the entire employee cycle. Good news: it is possible to save up to 20 hours per week on these processes if selecting suitable tools. For example, by using forms in confluence HRs can easily create all necessary forms for candidate evaluation, onboarding, collecting feedback, offboarding and many other things to gain full control over the employees’ needs. 

The integration may be easily done by the Microsoft Forms for Confluence plugin by Alpha Serve. All the forms used in this article have been created with this app. It makes it also possible to share the results of quizzes and opinions with all the stakeholders, as well as sign and print forms quickly and in several easy steps.

Visit the Atlassian Marketplace to install Microsoft Forms for Confluence.