The E-Signature capability transforms documents from simple storage into an actionable workflow. Any PDF can be turned into a fillable, sign-able document, allowing employees to complete and sign directly from their phone while maintaining a full audit trail for legal compliance. This replaces printing, scanning, and emailing with a streamlined, mobile friendly process and keeps all records stored centrally for easy access during audits and policy reviews.
While forms in Connecteam are used to collect data and trigger workflows, documents are used for fixed, legally binding agreements. E-Sign makes it possible to complete and sign documents digitally while keeping them compliant and traceable.
How to Enable E-Sign
To create a new documents allowing users to sign documents via E-sign, follow these steps:
Step 1: Create a New Document
Access the Documents feature from the left sidebar.
Access the relevant pack at the top of the page and add a new document by clicking Add.
Select the option E-sign document.
In the modal that opens, start setting up the document that users will e-sign. Choose a document name and add a description if needed.
Choose whether all users will complete the same document by selecting Same document for all, or receive a unique document by selecting Document per user.
Next, choose whether the document will be visible to users and whether it requires admin review after it’s signed.
Finally, set an expiration date for the document.
Step 2: Upload & Build the Document
If you selected Same document for all, start building the document by uploading the relevant PDF file, then click Next.
Build the document by adding fields as needed. Click Add field and drag the field into the document. You can include fields such as:
A text field for users to fill their first or last names
Date fields, for filling in the date of submission or any other relevant date.
Signature fields, for users to sign the document.
Checkboxes, for users to confirm acknowledgements, select applicable options or complete compliance-related forms.
User Detail Fields: This option lets admins select user detail fields that are already configured in the system (such as Title, Department, or Branch). When a user fills out the document, these fields are automatically populated with the corresponding information from their user profile. Only user detail fields that are configured as visible to mobile users will be available for selection.
You can resize each field to fit the document as needed.
Add User Details Fields
User Details fields let you connect a document to information that already exists in the employee’s profile, so the document is populated automatically with the right data. This saves manual entry for you and your users and keeps the information consistent with the user profile.
To add a User Details field:
In the E-sign Builder, click Add field.
Drag the User Details field onto the document where the information should appear.
Select which detail to connect, choosing from user details, company related information, and custom fields.
When the document is sent, each User Details field is filled automatically from the selected employee’s profile.
💡 Tip: Use User Details fields for information that rarely changes, like name or employee ID, to cut manual entry and reduce errors.
Step 4: Multiple Signers (Optional)
If different people need to complete different parts of the same document, you can assign each field to the person responsible for filling it out. For example, some fields can be assigned to the user receiving the document, while others can be assigned to their direct manager or another user in your account.
You can also set a signing order when a document has multiple signers. This lets you control who completes their part first and ensures the document moves from one signer to the next in the right order. For example, you can have an employee complete their fields before their manager completes theirs. Simply drag the signers into the order you want to create the signing flow.
Step 3: Summary
In the final step, review the document to ensure all fields are placed correctly and click Next to save changes.
Individual Contracts & Templates
To set up a customized document per user, for example for personalized contracts or individual employment terms, simply select the Document per user option during the initial E-sign document setup.
By clicking next, you will be taken straight to the summary stage. Click create to create a separate document box for each user.
Click the + icon next to the relevant user, then select Create document to upload their individual document or contract. After that, follow steps 2–3 in the previous section to complete the upload process.
If you want to reuse the individual document you’ve just created, for example if you have multiple part time employees who need to sign the same employment contract, you can save it as a template at the summary stage. Please note that the template option is only available for individual contracts.
How Users E-Sign Documents
Users can E-sign the document you created by following these steps:
Access your profile in the mobile app and click on Personal documents.
Locate the relevant document and enter it.
Click Fill document and start filling out the relevant fields such as date, name, and signature by clicking on them.
Once you’ve completed all required fields, click “Review” and carefully check the document to ensure all information entered is accurate and complete.
When you're ready, submit the document so your manager can review it.
* Up to 2 E-Sign documents are available on the Advanced HR & Skills Plan
* Up to 10 E-Sign documents are available on the Expert HR & Skills Plan
Frequently Asked Questions
Is there a limit to the number of pages an E-Sign document can contain?
Yes. E-Sign documents support up to 30 pages per document.
What file type can be uploaded for E-Sign documents?
E-Sign documents must be uploaded as a PDF file.
What’s the difference between “Same document for all” and “Document per user”?
Same document for all sends the exact same document to every assigned user.
Document per user allows you to upload a unique document for each individual user, such as personalized contracts or employment agreements.
Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies to ANY question.