Branded forms that fill in your HR records for you
Your branding, your questions, answers already filled in. When someone responds, the record updates itself.
Forms that already know the answers
A form in Alpaka is connected to the record behind it. Send one to a team member and anything Alpaka already holds about them is filled in before they open it, along with anything they answered last time. They check it, change what's out of date, add what's missing, and submit.
- Ready-made templates, or built in your own branding
- Pre-filled from HR records and previous answers
- Signature and file upload inputs alongside the standard fields
- Sent to your staff, or to freelancers and contractors outside the business
- Answers update records, or file as a PDF, or both
The classic example is the annual "are your details still right?" check. A new address, a different next of kin, a passport renewed since onboarding. Nobody retypes their name for the fifth time, and nobody in the office keys the answers back in.
You decide where the answers go
Each form is configured for the job it's doing. Two independent switches cover it, and you can turn on one, the other, or both:
- Responses update details - answers go straight into the person's Alpaka record, field by field.
- Generate PDF on completion - the completed form files itself as a PDF in the responder's documents inside Alpaka.
Turn on both and a single submission does both jobs at once: the record is updated, and a PDF of exactly what was submitted is filed against the same person. That's the right setup for anything you may need to evidence later, like a right-to-work check or a signed details update.
Or turn on just one. A routine details update usually only needs to write to the record, and a signed policy is usually best kept as a PDF. With neither switched on, the form stands on its own and simply collects responses.
Start from a template, or start from scratch
Alpaka comes with a set of ready-made forms. Use one as it is, change the wording, drop the fields that don't apply to your team, add the ones that do.
- A full HR set for filling the gaps in your staff records when you move onto Alpaka, sent to each person and pre-filled with whatever you already hold
- New applicant, collecting personal details and uploading the documents you need before someone starts
- Compliance, for training certificates with their dates, so expiries are tracked from the moment the certificate arrives
Forms are built from HTML, so a form can carry your logo, your colours and your own layout, and ask exactly what you need. You can build and edit them yourself. If you'd rather not touch markup, we'll build your forms with you at no cost, or supply them in Alpaka branding for free.
Every field you map to a part of the record is pre-filled on the way out and written back on the way in. An extra question or a file upload simply becomes part of that response.
Forms are grouped by the area of Alpaka they belong to and can be tagged, so a library stays easy to find.
Signatures and documents, not just answers
Standard inputs are supplemented with signatures and file uploads, which is what takes forms from "update your address" to almost any piece of paperwork your business runs on.
Signatures
Policy acknowledgements, contract variations, confidentiality agreements. The person signs on screen and the signature is part of the completed form, so the evidence exists without printing anything.
Compliance documents
Ask for the certificate and its dates in the same place. Insurance, DBS, right to work, licences. The document arrives with the information that makes it useful, not as an anonymous attachment in someone's inbox.
Your rules, in your words
The guidance sits right next to the question, written the way your business would say it. Explain what you need and why, so the right document comes back the first time.
Stamped on submission, closed when you say
Every entry is date and time stamped as it is submitted, so a completed form carries a record of when it was filled in, not just what it said.
Forms can be given a deadline and set to expire. Once that point passes the answers can no longer be edited, and if you choose, the form can be made completely inaccessible so nobody can open it at all. That is what makes a signed policy acknowledgement or a right-to-work check worth keeping: the response is fixed at a known time and stays that way.
Sensitive answers stay sensitive
A field writes to the part of the record you point it at. Map a question to a field held at a restricted privacy level and the answer lands there, where Alpaka's existing view and edit permissions keep applying. A form answer never becomes visible to someone who couldn't already see that field.
Security & data protectionSend it, and the loop closes itself
Forms partner with Alpaka's email templates. Put the form link in a branded template and each recipient gets their own copy of the form, pre-filled with their own details.
Send it to one new starter, or to the whole team and your contact list at once. When each person completes their form, the answers land where you configured them to. Nobody chases a spreadsheet of who's replied, and nobody re-keys anything.
Branded form, branded email, records updated on completion. That's the whole process, start to finish, with no one in the middle.
See email templates & campaigns
The questions people usually ask about forms
Three ways to get started
Try it yourself
A 5-minute guided walkthrough of Alpaka, no setup required, no data. Best if you'd rather get hands-on before talking to anyone.
Book a live demo
Talk it through with a solution specialist - not a salesperson. Ideal if you've got specific questions or want to see how Alpaka fits your setup.
Sign up free
Start right away - no credit card, no setup fees. The quickest route if you already know what you're after.
