As of 13 August 2026, AI can create an HR form for a new starter.

What to actually do

1. Hand it to a person

   The route this page recommends

   A person who owns the outcome does this end to end, worth it when the failure is dear.

2. Use a tool built for this

   Second choice

3. Do it yourself

   The distant third

   A chat interface, chat-fluent skill, and roughly 30 minutes until you can act on the result.

   How to actually do it

   1. Gather the current onboarding checklist, relevant HR and privacy policies, payroll and benefits requirements, the employee's role details, start date, work location and working pattern.
   2. Remove real employee data from those documents, then open ChatGPT, Claude or Gemini and paste the prompt with the company-specific context filled in.
   3. Paste the approved internal checklist and policies into the chatbot only if your organisation permits that use, and ask it to produce the form and the separate HR checklist.
   4. Copy the drafted form into the chosen approved platform, such as Microsoft Forms, Google Forms or a controlled document, and set access permissions for each section containing personal data.
   5. Compare every required field against the payroll, benefits, IT and manager checklists, and remove fields that have no clear purpose or secure collection method.
   6. Ask an HR colleague to check the right-to-work, contract, safeguarding, equality and data-protection handling against current UK requirements and company policy before sending the form.
   7. Send the approved form through the organisation's secure channel, then test the submission, storage, notifications and access permissions with dummy data before using it with the new starter.

   Prompt

   Create a new-starter HR information form for [company name] in the UK.
   
   Purpose: collect only the information needed to onboard an employee, set up payroll and benefits, arrange practical support, and direct the manager or HR team to separate checks.
   
   Context:
   - Employee type: [employee, worker or contractor]
   - Role and department: [role and department]
   - Start date: [date]
   - Work location and working pattern: [details]
   - Payroll and benefits requirements: [details]
   - Internal onboarding requirements: [paste the relevant policy or checklist]
   - Form platform or output format: [Word, Google Forms, Microsoft Forms or other]
   - Person responsible for checking the form: [role]
   
   Produce:
   1. A clear form title and short introduction for the new starter.
   2. Sections for contact details, emergency contact, preferred name and pronouns if optional, work pattern, payroll information, bank details if genuinely required, pension and benefits choices, reasonable adjustments, equipment or access needs, and declarations.
   3. For every field, show whether it is required or optional, who should see it, and why it is needed.
   4. Plain UK English, inclusive wording and accessible instructions.
   5. A separate list of items that should not be entered into this chatbot, including identity documents, National Insurance numbers, bank details and health information unless there is a secure approved collection method.
   6. A separate manager or HR checklist for right-to-work verification, contract issue, payroll setup, safeguarding or other role-specific checks. Do not claim that the form itself completes any legal check.
   7. A list of decisions and fields that HR must confirm against current company policy and UK requirements.
   8. Output the finished form first, followed by the field rationale, the separate checklist and the review questions.
   
   Do not invent company policies, legal requirements, deadlines or benefits. Mark any missing information as [TO CONFIRM]. Do not give legal advice. Do not ask me to paste real employee personal data.

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.