Describe your policy and review process. Makeform creates an outside employment form for duties, schedules, possible overlaps, and approval requests.
Route disclosure records to Google Sheets, Slack, and Zapier.
Sample prompts for the builder
Choose a starting point, tailor the policy language, and edit the structure in Makeform.
Audience
Employees starting another job
Format
Conditional disclosure and approval request
Prompt size
208 chars
Example form structure
Conditional disclosure and approval request
Employee, department, and manager
Outside employer, role, and duties
Start date, schedule, and weekly hours
Potential overlap or use of resources
Employee acknowledgment and signature
Suggested routing tags
New disclosure
Needs clarification
Review complete
Ask separately about hours, duties, business relationships, and company resources so reviewers receive useful context.
Step 1
Disclose
employee identifies the work and organization
Step 2
Screen
targeted questions surface possible overlaps
Step 3
Review
HR or compliance requests context and records a decision
Step 4
Update
employee reports material changes for another review
Why structured disclosure matters
Ask every employee for consistent facts, then reveal conditional follow-ups for reported overlaps.
Capture the organization, duties, schedule, clients, dates, and duration in labeled fields.
Yes answers about business relationships, work hours, or resources can reveal focused explanations.
Keep the disclosure, notes, status, conditions, reviewer, and date together.
Common disclosure paths
Match your policy's activity categories, then branch to relevant questions.
Ask about the employer, role, schedule, worksite, duties, and duration.
Capture services, clients, scope, time commitment, and separation from company work.
Collect the entity, ownership or role, responsibilities, compensation, and relationships.
Collect only changed duties, hours, clients, or ownership details.
Disclosure workflow
Build around your policy and route complete disclosures to designated reviewers.
Specify covered activities, relevant relationships, reviewers, and acknowledgment text.
Use your terminology and open details only for reported overlaps.
Notify the review inbox and include a submission reference.
Record status and conditions, then request updates when the activity changes.
Form vs email vs static document
Policy text explains expectations. The intake channel determines whether reviewers receive structured facts, can spot missing details, and can find the record later.
Field guide
Use these six sections as a practical starting point. Adapt the wording, scope, retention process, and decision choices to your organization's own policy and review responsibilities.
Employee context
Connect the disclosure to the employee's current role so reviewers can compare outside duties with internal responsibilities.
Outside activity
Ask what the employee will do, for whom, and under what arrangement; an organization name and title are rarely enough.
Time commitment
Structured dates and schedules show when the activity occurs and whether it may overlap with normal hours.
Relationships & overlap
Use distinct factual questions, then collect names, relationships, and circumstances only where an overlap is reported.
Resources & information
Identify possible use of company time, devices, systems, contacts, work product, or nonpublic information, then request an explanation.
Acknowledgment & review
Show your disclosure statement near the acknowledgment and keep internal review fields distinct from employee answers.
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Open toolFAQ
Practical answers for HR, ethics, and compliance teams designing a secondary-work disclosure process.
An outside employment form records a second job, consulting project, owned business, board role, or other activity. It captures the organization, duties, schedule, relationships, resource use, and acknowledgment so reviewers can apply the organization's policy.
Ask for the employee's role, outside organization, activity type, duties, clients, dates, schedule, weekly hours, and compensation type when relevant. Add separate questions about business relationships, work-hour overlap, company resources, intellectual property, and nonpublic information.
Yes. Let employees select employment, contracting, freelance work, ownership, board service, or another category. Conditional sections can ask about consulting clients, business responsibilities, or board duties. Check the categories against your policy.
Ask factual questions instead of requiring employees to decide whether a conflict exists. Cover clients, competitors, suppliers, contractors, regulated parties, overlapping services, internal matters, company resources, and scheduled work time; reviewers can then apply organizational criteria.
Add fields for reviewer, date, clarification, status, conditions, notes, and next review. Keep them separate from employee questions. Verify before launch whether your process needs private internal steps or role-based editing beyond the available builder workflow.
Use an update path when duties, employer, clients, ownership, hours, schedule, or resource use changes. Ask for the prior submission and reveal changed fields. Your policy should define which changes need review and when renewals are due.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, publish, and collect disclosures without a response cap. The paid tier removes the Makeform badge.
No. The form organizes information; designated reviewers apply the organization's policy and circumstances. Replace samples with your instructions, confirm the review route, and explain how employees receive questions, decisions, and update guidance.
Replace scattered disclosure emails with one clear intake path.
