Recruiting
Documents and e-signatures
Documents are templates you send to candidates for signature. Build the template once per job, with merge fields and any fields you want the candidate to fill in, then send it from an applicant's detail panel. RouteFlex tracks the document's status from sent through signed (or declined), generates a PDF when it's signed, and records who signed, when, and from where for your audit trail.
Open RouteSource › Documents to manage templates. Each job has its own library — the same template name can recur across jobs and they're independent.
Screenshot
The Documents page with templates grouped by job, each row showing the template name, kind, and last update.
Template kinds
Every template is tagged with one of five kinds:
Offer — offer letters.
Agreement — contractor agreements, NDAs.
Acknowledgment — handbook acknowledgments, policy attestations.
Tax form — W-9, W-4, equivalent.
Other — anything that doesn't fit one of the above.
The kind is for your organization and for filtering; it doesn't change how the document behaves.
Building a template
Create the template
From the Documents page, click New template, pick the parent job, give it a name, and choose a kind.
Write the body with merge fields
The body is a rich-text editor. Merge fields are inserted as atomic mention nodes — each one resolves at send time to a value like the applicant's first name, a column value (such as pay rate), or a company field. The merge node renders as a pill so you can see exactly where personalization happens.
Define request fields (optional)
Request fields are inputs the candidate fills in when they open the document — short text, long text, date, number, or single-select. Use these for anything you need the candidate to provide on the document itself: emergency contact, mailing address, signature date in their own hand, anything you'd otherwise collect by email.
Set the email subject and intro
When the document is sent, RouteFlex emails the candidate with a link. You write the subject line and a short intro that goes above the link in the email body.
Decide whether a signature is required
The Signature required toggle controls whether the candidate must type their name to sign before the document is marked signed. Most documents (offers, agreements) want this on; some acknowledgments can be acceptance-by-viewing.
A separate countersignature toggle exists but is reserved for a future release — recruiter-side signing is not active yet.
Sending a document
From an applicant's detail panel, open the Documents section and click Send document. Pick the template, review the merge preview, and send. The status flow is:
Sent — emailed to the candidate, link is live.
Viewed — candidate opened the document.
Signed — candidate completed any required fields and signed. A PDF is generated and stored against the applicant.
Declined — candidate explicitly declined; their decline reason (if provided) is captured.
Void — you voided the document after sending; it can no longer be signed.
You can resend a sent-but-unsigned document, or void it from the applicant card.
Audit trail on signed documents
When a candidate signs, RouteFlex captures the typed name, the IP address, the user agent, and the timestamp, and attaches a generated PDF to the document record. This gives you a defensible record if a signed agreement is ever challenged. The PDF lives in the routesource-files storage bucket and is accessible from the applicant's Documents section.