Here’s a customer-facing help article designed for a support center or knowledge base.
How to Use the eDocs Engine in RepCard
The eDocs Engine in RepCard allows you to send, sign, and manage important paperwork—like sales agreements, contingency forms, W-9s, and onboarding docs—directly from your computer or mobile device.
Whether you’re in the office sending recruiting paperwork or at a customer’s front door closing a deal, eDocs makes getting signatures fast and paperless.
Getting Started
To access eDocs, log into your account at RepCard.com and select eDocs from the main menu.
Inside the eDocs module, you’ll see three main tabs:
Documents: Tracks every document you or your team have sent out and their current status (pending, completed, etc.).
Templates: Where admins build and store standard document templates ready for sending.
Archive: Where fully executed, completed agreements are stored for record keeping.
Step 1: Setting Up Document Templates (Admins & Managers)
Before you or your reps can send documents, you’ll need to set up templates.
Upload Your File: Go to eDocs > Templates and click Create Template (or edit an existing one). Upload your file as a PDF.
Add Details: Name your document (e.g., W-9 Recruiting Form) and select its purpose: Selling or Recruiting.
Set Permissions & Scope:
Roles: Choose which roles in your company (e.g., Team Leaders, Managers, Recruiters) are allowed to send this document.
Offices/States: Restrict documents to specific locations if needed (useful for state-specific recruiting paperwork).
Place Signature & Input Fields: Click Next to open the document editor.
Drag and drop fields like Signature, Initials, Text Boxes, or Checkboxes onto the document.
Assign each field to a specific party (e.g., Party 1 = HR Team, Party 2 = Recruit).
Configure Signing Order & Messages:
Force Signing Order: Toggle this on if Party 1 must sign before Party 2 gets their link (e.g., HR needs to fill in details before the recruit signs).
Customize Messages: Set default SMS and email text templates for your signers.
Click Save to publish your template.
Step 2: Sending Documents for Signature
You can send documents in three easy ways:
Option A: From the eDocs Web App
Navigate to eDocs and select Request for Signature.
Choose your template.
Select any internal signers required (e.g., an HR team member).
Choose or enter the external recipient’s details (e.g., customer or recruit) and click Send.
Option B: From the Recruiting Kanban Board
Go to your Recruiting tab and open the candidate’s profile or lead card.
Click Send Docs.
Select one or multiple documents to bundle together (e.g., Sales Rep Agreement + W-9).
Confirm signer roles and hit Send.
Option C: From the RepCard Mobile App (On the Go)
In-Person Signing: Open the prospect or recruit in your RepCard app, select the document, and hand your device over for them to sign right there on the spot.
Remote Signing: Select the document and text/email a live link directly to their phone while you’re talking to them.
Step 3: What Your Signer Experiences
When you send a document, the process for your recruit or customer is quick and secure:
Notification: They receive an SMS text or email containing a direct link ("Click Here to Sign").
Verification: Clicking the link opens a mobile-friendly browser page. They enter a quick One-Time Password (OTP) sent to their device to verify their identity.
Completion: The viewer guides them step-by-step through required fields (Name, Address, Checkboxes, Initials, and Signature).
Finish: Once complete, the document status updates immediately in your RepCard dashboard.
Tip: If signers get interrupted mid-way through, they can re-open their original link anytime to pick up right where they left off.
Frequently Asked Questions
Can I send multiple documents to a candidate at once?
Yes! When sending via the Recruiting Kanban board, you can select multiple templates (like an agreement and a W-9) to send in a single workflow.
What happens if I set a forced signing order?
If forced signing order is enabled, recipient #2 will see a message stating that the document is waiting on prior signatures before they can proceed. They will automatically receive their signing link as soon as recipient #1 finishes.