What Are Online Forms
Online forms in Aptien are interactive web forms fully built into Aptien. They offer a simple, fast way to collect structured information from employees, about assets, from projects, or from customers. Use them anywhere you need to report, submit, review, or request something: in HR (onboarding details, feedback), in operations and maintenance (checklists, inspections, incident reports), in IT (equipment requests, help desk requests), and in projects (supporting documents, status updates). In short, they work as a data intake form—standardizing responses and reducing busywork.
They work much like Google Forms or Typeforms but are fully integrated into Aptien. They connect to organizers, records, and items in your system. They let you easily collect information across your company while keeping every response organized in one place. Everything happens directly in Aptien, where submitted data is saved automatically and is naturally linked to the item from which you launched the form.
What Online Forms Make Easier:
- Create consistent questionnaires, checklists, and request forms
- Standardize and streamline sending and collecting information
- Simplify processes you currently handle via email, paper, or separate niche apps
- Improve accuracy, accountability, and traceability of submitted results
How Can a Company Use Aptien Online Forms?
- Use them for HR surveys, employee reviews, onboarding and offboarding questionnaires, inspection and compliance checklists, equipment inspections, internal requests (IT, HR, facilities), and many other business workflows.
- Prevent missing information and scattered attachments in email threads.
How Do Online Forms Work?
Each form is connected to a specific organizer (record type). This means submitted data becomes part of your business system of record, not an isolated document somewhere else. Thanks to this, you can:
- automatically match responses to a specific person, asset, project, or location
- create forms from ready-made templates
- collect responses from employees and teams
- keep everything in one place for audits, reviews, compliance, or quality management
How to Get Started with Forms
- The admin simply builds forms in a visual form builder (similar to Google Forms)
- Submitted data is automatically stored in the correct record type
Popular ways SMBs use online forms
Employee surveys
- Collect feedback in minutes without email back-and-forth
- Whether you need to evaluate a company event, measure employee satisfaction, or run a quick pulse survey — interactive forms make it easy.
- All responses are saved directly in the system, so nothing gets lost.
- See results instantly in a clear, visual summary.
- Forms can be completed on desktop or mobile.
Maintenance or inspection checklists
- Technicians or maintenance staff confirm each maintenance step
- Use forms for daily checks of completed maintenance
- This ensures tasks are truly completed — no hunting through old paperwork or emails.
Typical Uses of Aptien Online Forms
HR and Employee Management
- New hire onboarding form
- Annual performance review
- Training needs assessment
- Exit interview (employee offboarding)
- Equipment or asset handoff/return receipt
- Request for system access or equipment
- Policy, procedure, or document acknowledgment
Facility Management, Maintenance, and Safety
- Asset or facility inspection checklist
- Report equipment failure, issue, or incident
- Maintenance work log
- Safety inspections (OSHA/EHS) and fire safety checks
Office and Operations
- Internal service requests (IT, access, equipment)
- Travel request or expense approval
- Policy acknowledgment confirmation
IT and Security
- Access request
- IT equipment handoff/return form
- Device receipt confirmation
- Security questionnaire
- How online forms work in Aptien
Benefits of Online Forms for Small and Medium-Sized Businesses
Online forms help SMBs replace fragmented workflows with a single, streamlined system:
- No extra spreadsheets to manage
- No messy email threads
- No missing information or lost attachments
- Organized documentation with full audit trail
- Clear ownership and fast data collection across the company
How to Start Using Online Forms in Your Business
In Aptien, you can get started in two ways:
- Create a new form tailored to your needs (from scratch or using a template), or
- Use ready-made templates for HR, maintenance, safety, or office operations.
Recommended guides:
- How to create online forms in Aptien
- Using online forms for HR
- Inspection and audit forms
- How to manage responses
- Connecting forms to tasks and records
Why you’ll love them
- All answers in one place: surveys, checklists, and work confirmations.
- Fast and easy: create them in minutes.
- Versatile: for HR, managers, and technicians.
- Interactive forms in Aptien streamline work, speed up communication, and keep daily operations organized.