"Read and Sign" forms, are an essential part of any organization's human resources practices. These forms serve as a record of an employee's acknowledgment and agreement to comply with company policies, procedures, and expectations.
By having employees sign these forms, employers can ensure that their staff understands important information regarding their roles and responsibilities, workplace conduct, and other critical policies.
At Connecteam, we've gathered it all for you in one place! You can create your "Read and Sign" forms from within the platform, and assign them to your employees for them to complete! Bureaucratic paperwork has never been easier with Connecteam!
In this article, we will cover how to create a "Read and Sign" form:
What is the Forms Feature?
Our Forms feature allows your employees to fill in reports, forms, checklists, requests, and more, all from their mobile app. Gone are the days of filling out paperwork using pen and paper and storing them in the file cabinet. Using Forms will improve compliance, standardize operational procedures for your employees, and move your business forward. With Connecteam's Forms, everything is digitalized and accessible on the go.
In order to activate the Forms feature, enter the launchpad, navigate to the sidebar on the left-hand side, and click on the Forms feature. Click on Activate Forms and now you're ready to get started!
What does a "Read and Sign" form contain
A common "Read and Sign" form is usually built from two core sections:
A Descriptive Object. This object may include text and additional media such as images or links. It is mainly built to provide details or a declaration for the user to acknowledge.
The User's Acknowledgment. This section can be implemented in various ways, it will usually include the following details for your employees to complete:
Employees Name
Signing Date
Signature Element
After going through the different sections and elements of this form, here's an example of a form from the admin's view and the user's view.:
Admin's view: we can see that this form contains the different parts we've discussed in this article
User's view: we can see how the user will have to complete the form and submit it.
How to Create a "Read and Sign" Form
When creating a "Read and Sign" form, you can either select one of the built-in templates or create a form completely from scratch!
To create a form, head over to the Forms feature from the left sidebar > click on add new > select a template or start from scratch > make sure to add the vital components of your "Read and Sign" form, as follows:
Description field: containing your text content
Open text field: for your user to fill in their name
Date field: for users to enter the date of acknowledgment
Signature box: for your users to sign on their acknowledgment
Keep in mind that our platform documents the user name and a date and time stamp for each form submitted, so you're not obligated to add a name and date field. However, adding these fields creates more commitment toward your employees.
Every entry is automatically documented, and a PDF copy is automatically generated and sent to a pre-defined email address. (Read more about auto-distribution of PDF copies here)
Want to know how you'll receive your employee's entries? Here's an example of a submitted "Read and Sign" by your employees.
Pro tip: Limit the entries per user to a single entry! By default, Forms can be submitted multiple times. However, when creating a read & sign Form, you only need a single entry from each user. You can limit the number of entries under the Form settings page!
Want to learn how to keep track of acknowledgment progress? Under the page of the form > scroll down to view your progress insights! You'll be able to keep track of your employees that have submitted the form, and those that haven't submitted it yet.
In addition, you'll be able to follow up with your employees that haven't submitted their forms yet by sending them push notifications! You can learn more about this here!
Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies in under 5 mins to ANY question.