HR documents & onboarding
Every document, signed and where it should be
Generate contracts from templates, collect e-signatures, and keep certificates, policies and handbooks organised per employee — with expiry alerts before anything lapses.
Free for early customers — no credit card required.
Paperwork risk hides in drawers
Unsigned contracts, expired food-hygiene certificates, policy updates half the team never saw — document problems stay invisible until an inspection, dispute or insurance claim makes them very visible. TeamZap attaches every document to the employee record, tracks signatures and acknowledgments, and warns you before anything expires.
From template to signed contract in minutes
Build documents from a template library — contracts, policies, letters — with employee details filled in automatically. Send for e-signature and watch status update in real time. The signed PDF files itself against the right employee.
E-signatures built in
Employees sign from any device. No printing, scanning or third-party signature subscription.
Templates with auto-filled details
Names, roles, rates and dates flow into generated documents — no copy-paste errors.
Expiry alerts
Certificates, right-to-work documents and reviews trigger reminders well before their dates.
Onboarding and training that run themselves
Give every new starter a checklist — documents to sign, training to complete, kit to receive — and watch progress instead of chasing it. Training courses, certificates and qualifications live alongside, so you always know who is qualified for what.
Onboarding checklists
Standardise the first week. Every starter gets the same complete experience, tracked to done.
Training records & certificates
Courses, qualifications and renewals recorded per employee — visible when you schedule.
Who it helps
For employees
Contracts and policies to hand, signing from their phone, and no “please find attached” email archaeology.
For managers
Onboarding runs off a checklist, missing or expiring documents surface themselves, and qualifications are visible at rota time.
For your business
A complete, signed, dated document trail per employee — reduced compliance risk and instant answers when it matters.
Frequently asked questions
Are the e-signatures suitable for employment documents?
TeamZap records who signed, when, and against which document version, producing a signed PDF audit trail. For questions about your specific legal requirements, ask your adviser.
Can employees upload their own documents?
Yes — for example right-to-work documents or certificates, which then live on their record with any expiry dates you set.
What happens when a certificate expires?
TeamZap alerts you (and the employee) ahead of expiry. You can also require valid documents for certain roles so scheduling flags anyone non-compliant.
TeamZap is AI-powered workforce-management software from Edinburgh, UK — this page covers its hr documents & e-sign capability for shift-based businesses. TeamZap is free for early customers during its introductory period.
Ready to run your team like clockwork?
TeamZap is free for early customers during our introductory period — with everything included and no payment card required.
Free while we build with early customers — join while the introductory period is open.