Need to send some documents to an applicant? No problem! Our Document Template feature lets you send additional documents alongside an offer letter—or separately—during the hiring process. Here’s how to get started.

Accessing Document Templates

1. Navigate to the Main Menu.
2. Select Account Details.
3. Scroll down to the Templates section and click on Documents.

What Can You Do with Document Templates?

Here’s what the Document Template feature offers:

• Upload a document and attach fields for applicants to fill out digitally.
• Note: This feature doesn’t create the document itself. If you upload a PDF or government document with pre-existing fields, those fields should pre-populate. You might still need to tweak field settings (e.g., data validation or input types).

Who Fills Out the Fields?

1. Me (Now)

• Fields added during document creation.
• These are static and can only be changed by editing the document.

2. Sender

• Fields the document sender fills in.
• These might auto-populate (e.g., company or job title) or prompt the sender to add details manually.
• Examples of Sender Fields:
  • Company
  • Job Title
  • Location
  • Salary
  • Salutation
  • Start Date
  • Supervisor

3. Applicant

• Fields the applicant fills out when completing the document.

Field Types

1. Signature Fields

Use these fields for applicant signatures or initials.

Signature

• Prompts the applicant to create a signature or select a pre-generated one.
• Applicant-only field.

Initials

• Collects initials instead of a full signature.
• Great for individual acknowledgments in a document.

2. Auto-Fill Fields

These fields can pull information during document creation or be filled out by the applicant.

Examples:

• Date Signed – Format can be customized via the dropdown menu.
• Name, Email, Company, Title – Placeholders for these standard details.

3. Standard Fields

These versatile fields can be filled by the Creator, Sender, or Applicant. Examples:

Textbox:

• Applicant
  • You have the ability to mask what is typed in this box. The text appears as asterisks to other signers and on the PDF.
  • Placeholder text can be used to indicate what needs to be filled out in the box.

  • Validation options exist for fields that require either Letters or Numbers Only to more specified fields such as Phone Number or Bank Routing Numbers and even the ability to customize validation requests.

• Sender

  • The sender will be able to choose from the listed fields above. If you send this in combination with an offer letter, the fields will pull information from an area in the offer letter. Certain fields will also pull additional information from an applicant’s profile. If the document is sent through the Send Document feature and there is not a location where information can be pulled from, the Sender will be prompted to add in the information. 

• Me (now)

  • The document creator will need to enter text. Please note, hyperlinking a URL is available in this feature as a great source to direct applicants to a site.

    Gather info (e.g., applicant name or phone number). Validate inputs (e.g., letters only, numbers only).

• Checkbox:
  • Perfect for agreements or multiple-choice selections.
  • Can only be assigned to Me (Now) or the Applicant. If assigned to Me (Now), the box will automatically be checked.
• Dropdown:
  • Great for creating a list of options.
  • Default options can be pre-selected.
• Radio Group:
  • Ideal for single-choice options.
  • Adjust button size by resizing the field box.

Additional Notes on Sending Documents

• If you’re sending a document with an offer letter, some fields will auto-fill from the offer details.
• If sending via the Send Document feature, fields without auto-fill sources will prompt the sender for input.
• Hyperlinks can be added to text boxes to direct applicants to external sites—very handy!

Need More Help?

If you’re stuck or need extra guidance, don’t hesitate to reach out to our support team. We’re here to make your onboarding process smooth and stress-free.