How do I configure required documents and document templates?
Define which company and employee documents are necessary, optional or hidden – and provide your own templates for subcontractors to download.
You decide which documents a company or a person has to provide on your construction site. In the settings you define, for each document type, whether it is necessary, optional or hidden – and you can provide your own templates that subcontractors download, fill in and return.
Quick answer
| Step | Description |
|---|---|
| 1 | Open Settings → Company (company documents) or Settings → Employees (employee documents) |
| 2 | Set each document type to Necessary, Optional or Hidden |
| 3 | Provide your own forms for download via New template |
| 4 | Click Save |
Step 1: Open the document settings
Company documents are configured under Settings → Company, employee documents under Settings → Employees. Both pages are structured identically.
Step 2: Classify documents as necessary, optional or hidden
Click Edit in the relevant section, then classify every document type:
| Classification | Meaning |
|---|---|
| Necessary | The document must be available and approved |
| Optional | The document may be submitted but is not mandatory |
| Hidden | The document is not requested on this construction site at all |
Each document type also offers the option Independently divisible by subcontractor. When enabled, a subcontractor can share the document with further construction sites without uploading it again.
Save the classification with Save.
Important: Classifying a document as Necessary has a direct effect on site access if you have tied access to complete documents.
Step 3: Provide your own templates
In the Templates for company documents section you provide your own forms – for example a self-declaration or site rules. Subcontractors download the template, fill it in and submit it back as a document.
Click New template and complete the dialog:
| Field | Meaning |
|---|---|
| Name (required) | Label of the template |
| Description | Explanation for the subcontractor |
| Valid from / Valid until (required) | Period in which the template applies |
| File | The template as PDF, DOC, DOCX, XLS, XLSX, PPT or PPTX |
| External link | Alternative to the file if the template is hosted elsewhere |
| Document type (required) | Document type the template belongs to |
| Language (required) | Language of the template |
Tip: Provide the same template in several languages if international subcontractors work on your site. Every company then sees the version in its preferred language.
Employee documents and minimum wage
Under Settings → Employees you configure the same classifications for employee documents – identification document, permit to work or social insurance, for example. You will also find the Minimum wage settings there and can build your own document groups via New Group.
Need further help?
If you need further assistance with the document settings, our support team is happy to help.