Documents & e-signing stores staff-facing documents and collects signatures against them. Admins manage it at Settings → Staff Rota → Documents & e-signing; staff read and sign from My shifts → Documents.
Uploading a document
Choose a file (PDF, image or Office document, up to 25MB), give it a title and an optional type. Attach it to one staff member for a personal document like their contract, or leave it organisation-wide for a shared policy. Tick Requires a signature if staff must sign it.
Choosing who must sign
For a document that needs signing, open Signers and pick the staff members who must sign it. Each document shows how many of the required signers have signed so far.
How staff sign
Each assigned staff member finds the document under My shifts → Documents. They open it, read it, type their full name and confirm — that typed signature is recorded with the date, time and their IP address as an audit trail. A person can only sign once.
Keeping records
Deleting a document keeps its signature records for the audit trail. Those signatures are evidence you can show at inspection that staff have read and accepted key policies and contracts.
- Leave a document organisation-wide (no owner) for shared policies; attach it to one person for contracts and personal letters.
- Only documents marked 'Requires a signature' ask staff to sign — others are simply made available to read.
- A typed signature captures the signer's name, the date and time, and their IP address for the audit trail.