For teams and small organisations

Onboarding packs, leave forms and expense claims, sent as a link and returned filled in.

DocFilla lets a small organisation send its PDF forms to staff by email, who fill them in and sign on their phones, and the completed copies come back to the person who sent them.

The company's details stay filled in on every copy. Each person completes only the fields that are theirs.

How it works from your side

1. 1

   Make the onboarding pack a template

   Upload the forms a new starter fills in: personal details, banking details for payroll, next of kin, the policy acknowledgement. Fill in the company's details once and save the pack as a template.

2. 2

   Send it before their first day

   Each new starter gets their own copy by email. Every field marked for them is required, so nothing comes back blank. They fill it in on their phone and sign.

3. 3

   Sign contracts in turn

   Send an employment contract's signature fields to the employee first, then to the manager. Each sees the document as it stands when their turn comes.

4. 4

   Keep the everyday forms ready

   Leave forms and expense claims live in My Templates. When someone asks, send them a copy; it comes back completed and signed, as its own document.

5. 5

   File what comes back

   Download the flattened PDF for the personnel file, and let DocFilla delete the working copy on the schedule you choose.

What you can send today

• Templates

  Keep a form you send often. Fill in your part once; it stays locked on every copy you send.

• Send for completion

  Each person gets their own copy by email and completes every field marked for them before it comes back.

• Signing rounds

  Send specific fields on one document to several people, at once or in turn. Anyone can pass with a note instead of signing.

• Their details fill in too

  Someone with their own DocFilla account opens your form with their saved details already in place.

• Fill and sign on a phone

  Links open in the browser. Nothing to print, scan, or install.

• Scans and photos work

  A photo of a printed form is read the same way as a PDF, one character per box where the form has boxes.

• Back in your Documents

  Every completed copy comes back as its own document, with a flattened PDF to download for the file.

• Encrypted

  What people fill in is encrypted under your key before it reaches the database, and is never used to train AI.

• Deleted on your schedule

  Delete a document right away, after 24 hours, after 7 days, or keep it until you remove it.

Not yet

So you know before you start:

• There are no team accounts yet. The person who sends a form owns the template and the replies; two people in one office each keep their own.
• There is no shared company profile. Each account has its own saved details.
• You add each person by name and email address. There is no sending to a whole staff list in one go.
• DocFilla collects the form, not attachments such as copies of ID documents or receipts.

Questions people ask

How do I send an employee onboarding form to be filled in online?

Upload the pack to DocFilla, fill in the company's details, save it as a template and send it to the new starter's email address. They complete it on their phone, sign, and the finished PDF comes back to your Documents.

Can several people in my office share one DocFilla account?

Accounts are personal and logins should not be shared. Each person who sends forms creates their own free account. Team accounts, where templates and replies are shared, do not exist yet.

Does the employee need a DocFilla account to fill in the form?

No. The link in the email opens the form in their browser. If they do have an account, their own saved details fill in first.

Can an employment contract be signed electronically in South Africa?

Yes. The Electronic Communications and Transactions Act gives an ordinary electronic signature legal effect, and employment contracts are not among the documents its Schedule 2 excludes (sales of land, leases over 20 years, wills and bills of exchange). Where a law or a company policy asks for a particular kind of signature, follow that.

Is DocFilla free for a small business?

Every feature is free for now, with no monthly limit, for every account. See the pricing page for what changes when paid plans arrive.

Can I keep the completed forms?

Yes. Set a document to be kept until you delete it, or let it clear itself after 24 hours or 7 days. Download the flattened PDF whenever you like.