One link for the whole new-hire pack.
The new employee reads and accepts your policies, enters their details once and signs the employment contract. Then the HR manager signs for the company. You get the data, the signed contract and a record of every acceptance.
HR chases paper and retypes data.
A new employee has to read the handbook and the privacy notice, give bank details, an address and an emergency contact, and sign a contract. That usually means a stack of PDFs, a few emails and someone copying the answers into another system.
How to set it up in Documentas
Attach the policies
Add the handbook and the privacy notice as review documents. The new hire opens and accepts each one first.
Add the fields
Personal details, bank account and start date, plus a table of emergency contacts.
Generate and sign
Upload your contract as the template and set the HR manager as company counterpart.
Invite the new hire
Send a personal invitation, so their name and email are filled in and locked.
A new-hire form you can copy
| Field | What it asks |
|---|---|
| Personal details | Full name, date of birth, address, phone |
| Employment | Job title, start date |
| Payroll | Bank account number |
| Emergency contacts | Table: name, relationship, phone |
| Review documents | Employee handbook, privacy notice |
| Signing | The new hire signs, then the HR manager as company counterpart |
Data, contract and proof, in one place.
- Every policy acceptance recorded with time and IP address
- Details entered once, by the person who knows them
- A contract signed by the new hire and then by the manager
- A timeline of the whole onboarding on the submission
Offboarding, documented the same way.
A second form with a table of returned equipment (item, serial number, condition) generates a handover protocol the employee signs. The same audit log, the same signed PDF.
What makes it work
Forms and data collection
Build forms with tables, required fields and terms to accept. Share by link or invitation and see every answer.
Read moreDocuments from answers
Every form submission becomes a finished PDF from your own template, signed by the respondent and your company.
Read moreTemplates
Use the PDF contract you already have, or have the AI assistant build a template from a description.
Read moreRecords and security
Audit log with time and IP, encrypted storage of signed PDFs, automatic signature checks and deletes that keep the record.
Read moreLet the AI assistant draft it
Open the template editor, switch to the Chat tab and paste this. Then review the result and adjust it by hand or by asking for changes.
Create an employment contract between our company and a new employee, with fields for the employee’s full name, address, job title, start date and salary, and signature blocks for the employee and the HR manager.The AI assistant is in the template editor on every plan and uses your plan’s monthly credits. It can make mistakes, so review the result, and have contract wording checked before you use it.
Questions people ask
Keep reading
HR and people teams
Onboarding packs, contracts, NDAs, policy acknowledgements and offboarding, collected and signed.
Read morePolicy acknowledgements
Proof that every employee read and accepted a policy, with time and IP for each acceptance.
Read moreNDAs signed by both sides
NDAs generated from each person’s details, signed by them and then by your signatory.
Read moreSee it with your own documents.
Book a 15-minute walkthrough and we’ll set up your first form or signing flow with you.
A 15-minute video call. Bring the form or contract you use today.