Forma typically uses work email addresses included in the demographics file for employee account registration. However, in certain industries like retail or manufacturing, it’s common for some employees not to have a work email address.
For these situations, Forma offers an alternative registration method. To facilitate this, the demographics file will need to include specific data for all eligible employees. The required fields are as follows:
- Employee ID
- Legal First Name
- Legal Last Name
- Country
- Date of Birth
During the registration process, Forma’s system will use a combination of information, typically Employee ID, Last Name, and Date of Birth to identify employees and grant them access to their Forma account.
Alternative Activation Flow steps
- The employee visits your unique registration URL provided by Forma.
- They click ‘Get Started’.
- The employee enters the required information and clicks ‘Submit Details’.
- The employee enters their email address (either work or personal).
- Forma sends a confirmation email to the provided email address.
- The employee opens the email and clicks on ‘Log in to Forma’ to complete registration.
Employees only need to complete the form once. If incorrect information is entered, an error message will appear. In this case, the employee should reach out to Forma Support at support@joinforma.com, including their Employee ID, last name, and date of birth in the request. Forma Support will then reset the registration flow.
Considerations
- Employees are funded once their account is registered. If registration occurs after a renewal period, they will not receive rollover funds from the previous period (if applicable).
- TIP: Funding can be manually adjusted by the customer admin using Forma Admin (see Employees article > Manage Funds).
- While an email address is not required in the demographics file, all employees must provide an email address during the registration process. This email will be used to login to Forma going forward.
- Forma cannot complete the registration form on behalf of an employee. Each employee must complete their own registration.
- Single Sign-On (SSO) cannot be used with alternative registration, as SSO relies on matching employee eligibility to a work email, which Forma does not collect through this process.
- Alternative registration must be enabled for the entire eligible employee population.
- Automated welcome emails cannot be enabled. Company announcements regarding Forma will be handled directly by the employer.