The Documents tab on the Team page holds your team's paperwork, and every person's window has a Documents tab too. It's on the Pro and Scale plans.
Who sees what
- Each person sees their own documents, uploads what they were asked for and signs what was sent to them. Nobody else on the team sees them.
- The owner and admins see the documents of everyone they manage. An admin never sees the owner's documents and can't manage their own.
- Tick 🔒 Only the account owner and admins can see this one on a document to keep it from the person too (an internal note, a background check). A document they sign is always visible to them.
- Notifications and emails never name the document — they say there's something to upload or sign.
Add a document
- Go to Team → Documents and click ⬆ Add document (or open a person and use their Documents tab).
- Pick the person, choose the file (a PDF, a picture or a Word document, up to 10 MB), and set the Type — W-9, W-4, I-9, photo ID, offer letter, contract, license, certification, policy or other.
- Add an Expires date for anything that runs out, like a license or an ID. You'll see it under Expiring soon 30 days ahead, and the owner and admins get a reminder.
Each person can hold 25 stored files. The team can store 500 on Pro and 5,000 on Scale.
Ask someone for a document
Click 📩 Ask for a document, pick the person and the type, say what you need, and add a due date if you like. They're told, and it shows under Waiting for you on their Documents tab with an ⬆ Upload button. When they upload it, you're told and the request is done. Someone without a login can't upload — click ⬆ Upload on the request and add it for them.
Send something to sign
- Click ✍️ Send for signature and pick the person.
- Upload the document or use a saved e-sign template, pick its Document type, and place the signature fields. The person is the first signer; add yourself or a manager as a countersigner if it needs one.
- Send it (it uses one of your plan's included e-sign documents, otherwise $0.89 from credits), then deliver the link: 💬 Team Chat for someone with a login, ✉️ Email to the email on their record, 🔗 Copy link, or ✍️ In person.
The person signs from their Documents tab (✍️ Sign now). They only ever see their own signing link, never a countersigner's. The signed copy is saved on their record. Team documents stay out of your CRM's documents list.
employee_name, first_name, email, phone, job_title or start_date fill in from the person's Team record.Onboarding checklists
Click 📋 Start onboarding, pick who's starting and a checklist, and click Start onboarding. A checklist can have five kinds of steps:
- 📄 Upload — asks them for a file right away, and ticks itself when they upload it.
- ✍️ Sign — click Send for signature on the step when you're ready; it ticks itself when they sign.
- 🎓 Training — a training item from the Library; it ticks itself when they mark it done there.
- 👍 Read & confirm — they open it and tap I've read it.
- ☑️ To-do — theirs (it also goes on their task list if they have a login) or one for the owner or an admin.
You follow everyone's progress under Onboarding on the Documents tab, and you can mark a step done, skip it or stop the onboarding. When every step is done, you're told.
Click Checklists to build your own or edit one. Three ready-made checklists get you started: Cold caller / VA, Acquisitions rep and Transaction coordinator — add one and change it to fit your team.
Notifications
In Settings → Notifications, the Documents & onboarding row covers documents to upload or sign and onboarding updates — on your phone or desktop, and by email if you turn it on.
Ask Oliver
Try "what documents does Jane have", "whose license expires this month", "ask Sam for his W-9" or "fill out the contractor agreement for Jane" (Oliver prepares a draft on her record; you send it from the Documents tab). Oliver only sees titles and status, never what's in a file, and never lists team documents in a shared Team Chat channel.
What's next
Track hours with Team page: time clock, announcements & your script library, and learn more about signatures in E-signatures: send & sign contracts in DirectREI.