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A Form step asks someone to fill out a form, such as a new hire’s personal details or a laptop request. Its ticket opens with the form ready to fill, and submitting it completes the step. The answers stay on the step’s ticket, and later steps and workflows can use them.

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Set up a Form step

Build the first, in the workspace where the step’s ticket opens.
1

Set the kind

Open the step in the template and set Kind to Form.
2

Choose the form

In Ticket form, choose a form from the workspace where the step’s ticket opens. Open form opens it in the form builder.
3

Choose who sees the answers

In Shared with, choose The whole lifecycle to let later steps and workflows in any workspace use the answers, or This step’s workspace only to keep them there.
4

Choose who fills it out

In Send form to, choose who’s asked to fill it out. See who the form is sent to.
5

Prefill it

In Prefill, choose where each field’s value comes from. See prefill.
Changing a Form step to another kind removes its form, prefills and recipient. Steps and workflows that use its answers are flagged for you to fix.

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Who the form is sent to

The step’s owner always works the ticket. Send form to decides who’s asked to fill out the form:The two email options are for forms shared with the whole lifecycle.The person’s personal email comes from your HR system (, or an HR system connected through Merge), or from the Personal email you enter when you start the lifecycle or later in its sidebar. An address you enter wins. Without one, nothing is emailed, and the step’s owner is still notified.Recipients get one reminder at 9:00 the day before the step is due, if the form isn’t submitted by then and the step wasn’t due within a day of unlocking.A link emailed to the person’s personal email or to an address from an earlier step, or copied with Copy public link on the step, opens the step’s form without signing in. Emails to The person or a role link to the form behind sign-in. It fills only that step’s form, and it stops working once the form is submitted, the step is skipped, the lifecycle ends, or seven days after the step’s due date (at least a day after the link is made). Copy public link is on steps whose form is shared with the whole lifecycle. Creating a link is recorded in the .

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Prefill

Prefilled values are filled in when the ticket opens, and whoever fills out the form can change them. Each field can take its value from:A source only appears for fields it can fill, for example a date for a date field, or a person for a person field. An earlier step’s answer can fill a field of the same type.
An earlier step here is a Form step this step depends on, directly or through other steps, in Depends on. Its answers appear in Prefill, in Send form to and in a Workflow step’s outputs once you add that dependency.
A public link shows the prefills from the lifecycle and HR. Answers from earlier steps, and fields such as people pickers, keep their value on the step’s ticket.

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Filling out the form

  • Fill out form, on the step in the lifecycle, opens the step’s ticket with its form.
  • The ticket’s lifecycle card shows the step and when it’s due.
  • When someone submits the form, the step completes and the steps waiting on it unlock. Saving it again later edits the answers.
  • To move past a form nobody will fill, skip the step.
The answers appear in the lifecycle’s sidebar, one card per Form step, for members of the lifecycle’s workspace. Answers kept in a step’s workspace show only there.
Removing a field from a form that a lifecycle template uses shows which templates read it and what reads it, such as a prefill or a workflow. Removing it anyway stops those prefills, recipients and workflows from getting a value.
Learn more about using form answers in workflows
Last modified on November 12, 2026