Two jobs, one screen
Most of what a manager chases falls into two buckets. There's what you need people to sign: the handbook, a safety policy, a contract. And there's what you need people to send you: a food handler card, a driver's license, a forklift certificate. PinkLinq handles both.
Read and sign. Upload a PDF and choose who it goes to. They open it in the app, read it, sign it, and you've got a dated record.
Upload. Ask people to send a document, such as a photo of a card or a file. You review it and approve or reject it, and the employee can see the result.
See it all in a grid
The admin view is a simple table, with people down the side and documents across the top. Each cell shows one of four states:
- Missing
- Waiting for your approval
- Approved
- Rejected
You can see at a glance that three people still haven't signed the new policy and one person's upload needs a second look. Reset a cell if you need someone to send it again, for example when a policy changes.
Know what's about to expire
Licenses and certificates don't last forever. Add an expiry date, and PinkLinq shows how many days are left. You'll catch the food handler card that runs out next month while there's still time to renew it, rather than after an inspector asks to see it.
Why it's better than a folder in the office
- It's where your team already is. Signing takes a minute on their phone, so you don't need to catch them between shifts.
- It's organized by person. When someone asks "what did I sign?" they can see it in their own documents.
- It's private by default. Staff see their own documents and nobody else's. Access is limited by role, and every file request is checked against it.
- It stays with you. The owner can export the company's data at any time.
What about legal questions?
In the US, the federal ESIGN Act says a signature can't be denied legal effect just because it's electronic. That doesn't mean every document works this way. Some forms have their own rules. Form I-9, for example, has a specific process for how employers review documents. Ask your lawyer which papers you can handle electronically, and keep anything that's required on paper in the form it's required.
A good first week with it
- Upload your handbook or your top policy as a Read and sign document, and send it to everyone.
- Add the one certificate your business can't operate without, with its expiry date.
- Check the grid after a couple of days, and follow up with whoever's still missing.
Once it's running, add this to your new-hire pack, and every new person gets it automatically. Here's how onboarding works.
What it costs
Documents are in the HR & Skills hub on every plan, including Free for up to 10 people. Storage depends on your plan, and there's no fee per signature. Basic is $14.50 a month billed yearly for your first 30 people.