Platform/08/Forms, PDFs and onboarding
08 Forms, PDFs and onboarding
Build the form. Sign the PDF. Hire someone by Friday.
HR builds its own forms from a palette of 23 field types with conditional logic, audiences and notification routing, and they show up in the app. Fillable PDF forms, the W-4 included, are completed and signed in the browser or on the phone. Onboarding strings it together, with identity verification in the middle and a legal acceptance gate at the first login.
/ Works with
01 The builder
Non-technical staff
build their own forms.
Add a Signature field and draw in it. Photo fields open the camera on the phone.
Conditional logic shows or hides a field on another's value. Required, defaults, placeholders and help text per field.
Audiences and scoping
A form is offered to the roles and stores it is meant for. A rep sees the forms for reps; a manager sees theirs plus the ones they approve. Scoping follows the store master.
Notification routing
Each form names who is told on submission and on which channels: push, email, WhatsApp. The notification deep-links to the submission.
In the app
Forms flagged for the app appear in the rep's forms tab with the same layout. Uploads can come from the camera. Who may fill and who may edit are separate permissions.
02 PDF forms and signatures
The federal form,
filled and signed in the browser.
Fillable PDFs
A fillable PDF is presented as a form; the answers are written into the official template's fields and the finished document is stored against the employee.
E-signature
Signatures are drawn on the phone or in the browser and embedded into the PDF with the timestamp. Each signature is its own record, so a five-document bundle produces five.
Documents
Employee and store documents live in tenant-scoped private storage and stream only through an authenticated route. Leases, certificates and permits carry expiry dates and warn ahead.
Pay stubs and dispatch
Pay stubs use the same signature flow. A master dealer can dispatch a document to every sub-brand and watch the signatures come back.
03 Onboarding center
From invite to first login,
with identity in the middle.
Checklist 4 of 9
- Invite
- Email and text with the company code; the app installs from the store link and the code opens the right dealer group
- Identity
- Government ID plus selfie through Veriff on production keys. The decision and the session reference are kept, not the documents; an approved check can be reset only with a double confirmation
- Bundle
- Five documents in one sitting: W-4, I-9 with camera capture, direct deposit, handbook, policies
- Legal gate
- Terms, privacy and content-usage accepted on first login, on the web and in the app, recorded per user
- Access
- Microsoft account provisioned where enabled, one phone enrolled, role and store scope from the store master
- Ceiling
- Per-tenant onboarding limits and a landlord queue for new doors
Sample new hire. Each step is a record with who completed it and when.
04 HR workflows
The rest of the paperwork,
as workflows.
Referrals
A referral form in the app that routes to HR with the candidate and the referring rep attached.
Write-ups and discipline
Discipline settings per dealer group, single or mass write-ups with acknowledgment, kept in a sensitive table that never leaves the tenant.
Pickups
A pickup workflow for devices and documents, with the handover signed.
Promotions and changes
Promote an employee, move a store, change a rate, all as pending changes with an effective date and an approver.
Rep assignments
Which sub-brand a rep belongs to, and the overlay that lets a manager cover doors outside their base market.
Audit trail
Every submission, signature and change carries who, when and from where. Nothing is edited in place.
05 Related
Mobile apps
iOS and Android, one app with a face for every role, push, device trust.
/ 12Security and tenancy
Entra ID sign-in, a database per dealer group, layered permissions, immutable records.
/ 06Ticketing and communications
Two-lane tickets with SLAs, chat, WhatsApp cards, email center, news feed.
/ allEvery platform page
The twelve deep dives, one per capability, with the overview above them.
→ Start
Bring your
new-hire packet.
We rebuild it as forms and fillable PDFs, run one hire through it end to end, and hand HR the builder.
Request a demo