Digital forms

Your forms, filled and signed.
Without the paper chase.

Upload the PDF forms you already use. AI maps the fields, the right employees get them in the app, and they fill in and sign on their phone. You see who signed, and the signed PDF goes straight to HR.

Start free trial Book a demo
  • Scheduling shift workers since 2005
  • 14-day free trial, no credit card

Forms are never a one-time job

When people join, leave and change roles all the time, someone is always sending documents, explaining what to fill in, chasing signatures and looking for the latest signed copy.

Without EZShift forms

  • Files sent by email, with instructions on what to fill in
  • Reminding each employee separately, again and again
  • Checking by hand who signed and who didn’t
  • Signed copies scattered across files and inboxes

With EZShift

  • The form waits for the employee in the app
  • Automatic reminders before the due date
  • The status of every form: pending, viewed, submitted, overdue
  • One signed PDF, sent to the people you chose

Three kinds of documents

Fill in, sign or download. One system.

Every document gets the way that suits it: a form to fill in, a document to sign, or a file to download.

  • The employee fills in and signs

    Fillable form

    Text and number fields, dates, dropdowns, choices and a signature. Details from the employee’s file are filled in for them.

    • Text
    • Number
    • Date
    • Dropdown
    • Choices
    • Signature

    Up to 2 pages · filled in from the employee file

  • The employee reads and signs

    Sign only

    Upload a PDF, even a scanned one, and send it to employees to read and sign.

    • Policies
    • Procedures
    • Terms of employment

    Any PDF · up to 20 MB

  • The employee downloads it

    Document to download

    A document employees can download when they need it, for a period you choose.

    • PDF
    • Word
    • Excel
    • Image

    Availability window · download count

How it works

From your PDF to a signed copy, in five steps

  1. Upload a form Upload a PDF you already use, and AI suggests the fields. Details
  2. Choose who and when Who the form is for, when it goes out, when it is due and when to remind. Details
  3. The employee fills in or signs In the app, with their details already filled in. Details
  4. The signed PDF is sent To the employee and to the HR addresses you set. Details
  5. Track and remind The status of every form, and reminders in one click. Details

AI field mapping

Keep your own forms. AI finds the fields.

No need to rebuild anything. Upload the PDF you already use, and EZShift finds the blanks, boxes and tables in it. AI suggests what each field means, and you check it next to a live preview.

  • Fields found in the PDF itself: blanks, form fields, checkboxes and tables
  • Fields filled in from the employee file: name, ID, phone, email, address, dates and more
  • Required fields, and whether the employee may change a filled-in value
  • Ask for attachments, such as a photo of an ID or a certificate
  • AI can be switched off if you prefer to map by hand

Who and when

The right form reaches the right people

Choose who a form is for, and EZShift keeps the list up to date. A new employee who fits the audience gets the form and a notification, without anyone remembering to send it.

  • All employees, or by tag, team or position
  • By seniority or hire date, such as the first three months
  • One-time, every year, on hiring, or whenever the employee needs it
  • A due date, for example 14 days after hiring
  • Automatic reminders a set number of days before the due date
  • Send a form to specific employees outside the audience

For the employee

Fill in and sign on the phone

The form waits on the app’s home screen. The employee fills it in on the document itself or question by question, attaches what’s needed, reviews the final PDF and signs with a finger.

  • Details already in the employee file are filled in
  • Photos of documents attached from the phone
  • A review of the final PDF before signing
  • A copy of the signed PDF to the employee, if you want
  • Screens in English, Portuguese and Arabic

Tracking

See who signed. Remind who didn’t.

Every form has its status board: who hasn’t opened it, who viewed it, who submitted and who is overdue. Remind everyone still pending, or only some, by push or email.

  • Pending, viewed, submitted and overdue, per employee
  • Automatic reminders, and a daily email to managers about overdue forms
  • Extra reminders by push or email, to everyone or to selected employees
  • Mark a form as signed on paper, or exclude an employee
  • Every employee’s forms on their employee card
  • Export the status to Excel

Signed and secured

A signed PDF you can rely on

The employee’s answers and signature go into your original document, with an audit page added at the end.

  • Your original document

    The answers are written into your own PDF, so the signed copy looks exactly like the form you know.

  • An audit page

    Name, ID, phone, date, time and IP address, the signature, and a digital fingerprint of the document and every attachment.

  • Stored encrypted

    Signed forms, answers and attachments are stored encrypted. Photo metadata such as location is removed from images.

Questions about digital forms

Do we need to rebuild our forms?

No. Upload the PDF you already use. EZShift finds the fields, AI suggests what each one means, and you check them next to a preview. Fillable forms can be up to two pages; documents to sign can be any PDF.

How does a new employee get the forms?

Set the form’s audience and choose "on hiring" with a due date. Every new employee who fits the audience gets the form in the app, with a notification and automatic reminders before the due date.

Can we change a form after employees signed it?

Once the first employee submits, the form is locked so every signed copy matches. Duplicate it to make changes.

Who gets the signed copy?

The employee, if you choose, and the HR email addresses you set for each form. Managers can also open and download every signed PDF.

Can employees attach documents?

Yes. A form can ask for attachments, such as a photo of an ID or a certificate, as images or PDF files.

Less paper. More signed forms.

14 days of full access, no credit card needed.

Start free trial