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iShapps · HR

Agreements: policies and contracts

Policies everyone signs, and contracts personal to one worker: read and signed in the app, counter-signed automatically, kept with a signing certificate.

  • HR / admin presses a button
  • iShapps does it automatically
  • Worker in the mobile app
  1. Draft
    Step 1 · Upload the PDF
    PublishSends if required
  2. Published
    Step 2 · Sent to workers
    Opens in app
  3. Read
    Step 3 · To the last page
    SignsCertificate
  4. Signed
    Step 4 · Certificate kept
  5. New version with "everyone signs again"Signed → back to Read
Required agreements hold up approval
Approve and Reactivate wait until every required agreement that applies to the worker is signed, just like required documents.
New workers get them automatically
Required agreements are sent when a worker is added or given a new profession they apply to.
0

Draft

HR · Documents

  • Upload the policy as a PDF (save Word documents as PDF first).
  • Choose who it's for: every worker, or workers in some professions.
  • Mark it Required if workers can't be approved without it.
1

Published

Sent to workers

  • Required: sent to everyone it's for as soon as you publish, and to new workers later.
  • Not required: press Send and choose everyone it's for, or one worker.
  • Workers get an email, a push notification and an inbox message.
2

Read & sign

Worker · mobile app

  • Opens it under More → Agreements (or from the Home banner) and reads it in the app.
  • Signing unlocks on the last page.
  • The first time, agrees to sign electronically.
  • Types their full name and signs with their finger.
3

Signed

Kept for good

  • A signing certificate is created: who, when, IP address, device, the consent they gave, and the document's SHA-256 fingerprint.
  • Download it from the agreement's Sent to list or the worker's Contracts & policies tab. The worker can open it in the app too.
  • A signed record never changes. To change the policy, publish a new version.
HR

Uploads policies · chooses who they're for and whether they're required · publishes versions · withdraws · downloads signed records

Worker

Reads in the app · consents once · signs with their name and finger

iShapps, automatically

Sends required policies to everyone they apply to, including new workers · creates the signing certificate · holds Approve until signed

How to

Policy or contract?

  1. 1Policy: the same document for everyone (code of conduct, privacy, WHS). Sent to every worker or to some professions; each signs the same PDF.
  2. 2Contract: personal to one worker (job offer, employment contract). Filled in with their details, sent to the workers you choose, and signed by both sides.
  3. 3Rule of thumb: if it mentions the worker by name, pay or start date, it's a contract.

Set up the employer signature (once)

SettingsAgencyAgreements

  1. 1Enter the signatory's name and title, and have them draw their signature.
  2. 2It's applied automatically, with the date, every time a worker signs a contract. Nobody counter-signs by hand.

Create a contract template

WorkforceDocumentsContracts & AgreementsNew contract

  1. 1Upload the contract as a PDF (save Word documents as PDF first) and save the draft.
  2. 2Press Place fields. Click a field to add it, then drag it onto the right spot and resize it: worker details (name, ID, address, profession, level…), agency details, the date sent.
  3. 3Add Fill in when sending fields for anything that changes per contract, e.g. Start date or Position.
  4. 4Place the Worker signature box (required), and the worker's name and date, plus the Employer signature, name, title and date where they belong.
  5. 5Save the fields, then Publish.

Send a contract

WorkforceWorkersworker⋮ ToolsSend contract

  1. 1Usually straight after qualifying a new worker. Or from the contract's page: Send contract and add one or more workers.
  2. 2Fill in the send-time fields, press Preview to see the worker's filled-in copy, then Send.
  3. 3They sign it in the app; the employer signature and date go on automatically. The signed contract is one PDF: their contract with both signatures, then the signing certificate.

Add and publish a policy

WorkforceDocumentsPoliciesNew policy

  1. 1Enter the title and an optional description workers see above it.
  2. 2Choose the PDF, switch Required on or off, and choose who it's for.
  3. 3Save the draft, open it with View PDF to check, then press Publish.

Update a policy

WorkforceDocumentsPolicies or Contracts & AgreementsagreementNew version

  1. 1Choose the updated PDF and say what changed.
  2. 2Everyone signs again on: everyone who signed before is sent the new version, and only signatures on it count from now (Approve waits for it if it's required).
  3. 3Off: earlier signatures still count; new workers sign the new version.
  4. 4Either way, anyone with an unsigned older copy gets the new one instead.

Withdraw or archive

WorkforceDocumentsPolicies or Contracts & Agreementsagreement

  1. 1Withdraw (↶ on a row) takes back one unsigned copy.
  2. 2Archive withdraws every unsigned copy and stops it being sent. Signed records are kept.

If something goes wrong

Approve says "These agreements must be signed first"

A required agreement that applies to the worker isn't signed yet. Check their Contracts & policies tab; it was sent to them automatically.

"Set up the employer signature first"

The contract has employer signature boxes. Add the signatory and their signature under Settings → Agency → Agreements.

"This PDF couldn't be prepared for filling in"

Open the contract in Word or your PDF app and save it again as PDF (File → Save As → PDF), then upload that file.

A worker can't press Sign

Signing unlocks once they've scrolled to the last page of the document in the app.

Is this legally binding?

Australia's Electronic Transactions Acts accept electronic signatures when the person is identified, the method is reliable, and they consented to signing electronically; the certificate records all three. Some documents, like witnessed deeds, can't be signed this way. Have your lawyer check your wording if unsure.

Send says nobody new to send it to

Everyone it's for already has it waiting or has signed a version that still counts.

Related guides

Onboarding a worker

Every stage of a worker's account, from qualifying an applicant to their first shift, who acts at each one, and where iShapps acts on its own.

Certifications and compliance

Set which certifications workers need, review what they upload, and let iShapps pause and resume workers as certifications expire and are renewed.

Last checked against iShapps on 2026-11-05.