Volunteers, members and service records, without the paperwork.
Documentas lets non-profits collect volunteer agreements, member registrations and signed service reports in forms, so records are complete and nobody retypes them.
Small teams, a lot of records.
A non-profit keeps records for volunteers, members, funders and the people it serves. Most of them start in Word, get converted to PDF and end up evaluated in Excel, which is slow and easy to get wrong.
Unie neslyšících Brno, a non-profit for deaf and hard-of-hearing people, replaced paper interpreting records with an online form that produces a formatted report on submit. Documentas runs on the same engine.
Paper records, replaced
The application allows for quick entry of the documentation required for administering the interpreting service.
A non-profit for deaf and hard-of-hearing people replaced paper interpreting records with a form that produces a signed report on submit.
Both teams built their forms with PDF Generator API Web Forms, the engine behind Documentas.
The documents, who fills and who signs
| Document | Filled in by | Signed by | How it works in Documentas |
|---|---|---|---|
| Volunteer agreement | Volunteer | Volunteer, then the coordinator | Code of conduct as a review document, coordinator as company counterpart |
| Member registration | Member | Accepts the statutes | Household members as a table |
| Service or visit report | Staff member on site | Signed on the spot | Generated on submit from your report layout |
| Grant application | Applicant | Applicant | A standard PDF for the board, generated from the answers |
| Anonymous feedback | Member or client | Not signed | Identification off, answers only |
Start with the one you need
Volunteer agreements and member registration
The code of conduct accepted, a signed volunteer agreement, and households as a table.
Documents from answersGrant applications and anonymous feedback
Structured applications that generate a standard PDF for the board, and anonymous forms for surveys and reporting.
FormsService and visit reports
Field and visit reports filled in on the spot, turned into a formatted PDF and signed.
Read moreEvent registration
Registration forms that close themselves when the seats are gone, with your event terms accepted.
Read moreOnboarding twenty volunteers for a summer camp
- The invitation: the coordinator invites each volunteer with their name and email.
- The form: volunteers accept the code of conduct and the safeguarding policy, then enter an emergency contact and availability.
- On submit: the volunteer agreement is generated and the volunteer signs it on their phone.
- Straight after: the coordinator countersigns. The list shows who still needs to finish before the camp starts.
Sound familiar?
| The problem | With Documentas |
|---|---|
| “We work in Word, convert to PDF and evaluate in Excel.” | One form: a formatted PDF on submit and every answer in one list. |
| “Volunteers need to accept our code of conduct.” | Review documents, each acceptance recorded with time and IP address. |
| “Members want to give feedback anonymously.” | Anonymous forms with no personal details. |
Set it up the way it’s used
No developer needed
UNB set up its report form without a developer. Forms, templates and sharing are all done in the browser.
Reuse your layout
Upload the report or agreement you use today as the template, so funders and members see the format they know.
Collect-only when you can
Surveys and feedback rarely need a document. A collect-only form generates no PDF.
Separate projects
Run one form per project or funder, so reports for each one stay in their own list.
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 moreQuestions people ask
Keep reading
Service and visit reports
Field and visit reports filled in on the spot, turned into a formatted PDF and signed.
Read moreSchools and education
Parental consent, course enrolment and study agreements, collected from every parent and student.
Read moreForms and data collection
Build forms with tables, required fields and terms to accept. Share by link or invitation and see every answer.
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.