Setting up documents for employees to sign

Setting up a document that your employee can accept and sign through their employee app (without having to print and scan!)

You can set up personalised documents for employees to sign using the document library such as:

  • Employment agreements
  • Employment contracts
  • Employee handbooks
  • Performance management documents e.g. reviews

You may also want to use some of the Workforce reports to report on documents that employees have reviewed. To do so, you can use:

  • Employee Documents Report- to view the status of documents sent to employees for signatures, such as Employment contracts.
  • Terms and Conditions Report- to view policies that employees have acknowledged in the onboarding procedure.
Set up your document template
  1. Select the hamburger icon to open the quick menu and navigate to Platform Settings > Document Library.
  2. Click Add Template to create a template to upload a document. Or you can View a existing document by clicking on the document name. To Edit or Delete existing document's in the document library, select the pencil (Edit button) or bin (Delete button).

  3. Give the template a name e.g. Employment Agreement in Title.
  4. In the Editor, you can copy and paste in your contract/agreement content.
  5. To personalise the template, use the Data Placeholders to insert data. This works like a mail merge and will automatically input the correct data. You can also insert  Employee Authorized Signature to collect a digital signature from the employee.
    • The data placeholder categories are:
    • Employee
      • First name
      • Last Name
      • Email 
      • Street
      • Suburb
      • State
      • Postcode
      • Mobile
      • Date of birth
      • Employee signature- this prompts the employee to sign the document.
    • Operation
      • Name
      • Address
      • Phone
    • Customer (this is your business's details).
      • Customer Company name
      • ABN
      • Address
      • Contact
      • Phone
      • Authorised Name 
      • Authorised Signature, this prompts the authorised person e.g. person sending the document to the employee to sign the document via foundU before sending to the employee for review and signing.
    • Date
    • Positions Table
    • Position Custom Title
    • Employment state date (as noted on employees profile overview)
    • Position Start Date (as noted on employee's position start date)
    • Rate
  6. Use the top toolbar to format the text to suit.
  7. Preview the document by clicking file Preview.
  8. Click Save once completed. You can also click Back to document library to add more documents.

An example of a compiled document:

If you would like to go back to the document library to create another document template, select Back to the Document Library button.

Send document for employees to sign
  1. In the quick menu navigate to People, Approved People and locate employee and click on their name to go into their profile. Or search for the desired employee in the search bar.
  2. In the employees profile, select the Documents icon and select the Documents tab.
  3. Select Add Document to add a Document (from your Document Library created above).
  4. Click Add document.
  5. Search Existing Templates to find your document and click Use Template.
  6. Edit the document if needed, and click Save.
  7. Click Back to Candidate Profile.

This document will now appear in uploads with the option to email it to the employee using the send icon, or edit or delete the document as required.

Note that if you selected a placeholder for an authorised signature that a sign box will appear for you to sign which then appears on the document.

Employees sign the document

Employee Portal View (once the document is sent to the employee):

  1. The employee will receive an email asking them to login to review and sign the document. And also they will see in their employee profile that a pending document is outstanding.
  2. The document will remain red as pending until signed.
  3. Employees can review and sign the document online.

Viewing the signed document in the employees profile

Once Employee has signed: Admin view document in the Employees profile:

  • Once submitted, it is stored as an Upload on the employee's profile and available for the employee to view in their own portal.  

Employee documents report
If you'd like to see a report of all your documents sent to your employees including their pending or approved status, you can use the Employee Documents report.

For example, you will be able to see if items such as contracts have been signed and accepted by your employees.

  1. To view the report, navigate to Reports > Workforce reports and select the Employee Documents Report.
  2. Use the filters to select a specific employee, status or specific term and condition to see the acceptance date and status. 
  3. For example the below image displays all the employees and all status for the specific document chosen (Employee contract).

Terms & conditions report
If you'd like to see a report of all your Terms and Conditions sent to your employee's including their Pending or Approved status, you can use the Terms and Conditions Report. (Terms and conditions are defined as the policies acknowledged as part of onboarding).
    1. To view the report, navigate to Reports > Workforce reports and select the Terms and conditions report.
    2. Use the filters to select a specific employee, status or specific term and condition to see the acceptance date and status.
    3. For example the below image displays all the employees and all statuses for the specific term and condition chosen.

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