Background

Currently, onboarding documents provide an audit trail linked to the document being actioned and signed. However, there is no separate record confirming when an employee has viewed, accessed, or acknowledged a document before signing it. This creates a gap in the evidential record for employers who need to demonstrate that important employment documents were made available to, reviewed by, and understood by employees.

Proposed Enhancement

Introduce a comprehensive audit trail for onboarding documents that records each stage of the document lifecycle, including:

Document issued to employee

Document opened/viewed by employee

Date and time of first access

Date and time of subsequent access (where applicable)

Employee acknowledgement that the document has been read and understood

Signature completion (where required)

IP address, device information, and user details associated with each action (where available)

Version control demonstrating which document version was viewed and signed

A complete chronological audit log available for export

Signature Retention and Retrieval

We would also like the ability for administrators to retrieve and download a copy of the employee's captured signature, together with the associated audit log. This would provide a complete and defensible audit trail from document issuance through to final execution.

The signature record should ideally show:

The employee's captured signature

Date and time of signing

User account used to sign

Associated document version

Audit events leading up to the signature

Exportable evidence pack (PDF or similar format)

Business Benefits

Strengthens compliance with employment law and HR best practice.

Provides a clear evidential record for disciplinary, grievance, and tribunal proceedings.

Demonstrates that employees were given the opportunity to review employment contracts, policies, procedures, and company notices before signing.

Reduces disputes regarding whether a document was received, viewed, acknowledged, or signed.

Provides a robust and defensible audit trail for organisations operating in regulated environments.

Gives employers confidence that onboarding documentation can be independently verified if challenged.

see my other post Rev01

Images to be supported in contracts so we can include the company logo.

Just an update: We have recently added the ability to "withdraw" contracts that are unsigned. This will remove them from the employee's pending contracts in their mobile app. Admins will still be able to see the withdrawn contract in the sent contracts view.

Thanks for the feedback - Harrison

Yes agree with all the above. Need further options for formatting like you can in a word document. Formatting is limiting and makes for unprofessional looking contacts. Also need to be able to customize the template wording and personalise for each employee rather than creating a million different templates for similar positions. As has been mentioned by others. Magic fields great, however sometime you need to delete a standard clause in the contract for an individual as it does not fit for them. Currently you have to adjust the template, issue it to the individual and then go back and put the paragraph back into your template for future use. Its to ridged. Also to be able to delete and re-issue is really important. I sent out a sample for a test case and now an employee has this nonsense contract on his profile!

Agree with initial comment. It would be great if you could amend a template once populated, for example. I had to update about 8 reception contracts yesterday, some were still in the probation, others well over. It would have been so much easier to delete the 6 months probation and put N/A in that persons contract rather than amending the actual template before populating. Then having to change it back once used.

Another thing (can't edit the original can also submit separate if required) - for a manager and/or an employee to be able (once signed) to download or print the contract

Total agree with this. Have just set up a draft template and sent as a test case to an employee, now can't delete it and it was just a rough test. Now its stuck on his profile. Not helpful!

It would be good if we could even upload contracts and add merge fields, like docusign does, so the documents are fully branded and consistent.

I've also been trialling the contracts this week, I would add that being able to insert tables for pay rates and check boxes would also be useful. Our current contract has a section for disclosing any injuries or illnesses that may affect the ability to carry out the duties, I couldn't find an easy way to still have this and also use the Tanda contract