An employee contact form collects two things and should collect no more: how the employer reaches the employee, and who the employer calls if something happens to them. Name, address, phone, personal email if they want one used; the emergency contact's name, relationship and phone; the date. It lives in the record with narrow access, and it is checked at every review because contact details rot. The onboarding checklist on this site carries the form as a day-one line, free and without an account.
The employee's details
Address, mobile, a personal email if they want to receive documents at one, and the preferred way to be contacted outside work. Nothing the employer has no reason to hold; the form is not a questionnaire.
The emergency contact
Name, relationship, two numbers where possible, and any note the employee wants the employer to know in an emergency. This is the line the form exists for, and the one most often out of date when it is needed.
Where it lives and who sees it
In the employee's record, in the section with narrower access, because an address and a family member's phone number are not for every manager's screen. The paid product enforces the access; the checklist assigns the record.
The update rule
Checked at every review, with the date, and updated on a move or a change of circumstances the employee reports. HeadcountDesk Pro prompts for it at the review; the review template on this site carries the line. From the vendors' own pricing pages, cited below: Homebase lists its Essentials plan at $30 per location per month billed monthly or $24 billed annually, with unlimited employees, and a Basic plan at $0 for one location with up to 10 employees; BambooHR starts at $10 per employee per month for Core and $17 for Pro; Deputy's Core plan is $6.50 per user per month. HeadcountDesk Pro is $24 per month per location.
Questions people ask about employee contact form
Can the employee refuse to give an emergency contact?
They can; the form records that they were asked and declined, with the date.
Should the form ask for a photo or a date of birth?
Only where the business has a reason, such as a license check; otherwise no.
Is the checklist free?
Yes, without an account.