Send office staff documents with Document Templates

Which page to use

Document Templates is for office staff (your employees), not drivers. To upload your own PDF and send it to drivers, open Driver Management > Forms and click Upload a form. Driver employment agreements are in Driver Contracts.

Document Templates is for the fleet owner.

Create a template

1. In the sidebar, click Document Templates, then New Template.
2. Enter the Template name and a Description (optional). Choose the Base PDF (PDF only, up to 15 MB).
3. Under Signing order, click the roles in the order they sign: Employee, Manager and Fleet. Click a role again to remove it.
4. Click Continue → Place Fields.
5. Pick a Field type (Signature, Initials, Date, Name, Email, Phone, Text or Check) and a Signer role, then click on the PDF to place it. Drag a field to move it. Click its red dot to delete it.
6. Click Save Template. A template needs at least one field before you can send it.

Send it to employees

1. On the template card, click Use.
2. Under Recipients, tick the employees. Use the search box to find them.
3. Under Send options, you can change the Document name (per recipient). If the template has a Manager step, pick the manager who countersigns.
4. Add a Signature deadline (optional), Instructions for the signer (optional) and a 4-digit PIN protection (optional). The same PIN applies to every recipient.
5. Click Send to selected.

After sending

Each employee gets their own copy and a notification that a document is awaiting their signature. They sign it from HR in their sidebar, under To sign. When it is the Fleet step's turn, you get a notification that a document is awaiting your countersignature.

To follow one, open Employee Management > Employees, open the employee and check their Documents.

Click Edit fields on a card to change the field layout. Deleting a template (the bin icon) keeps every document already sent. You only lose the Use button for it.