For Legal, Risk & Compliance
Make it easier to prove what was shared, signed and completed.
Employment documentation, policy communication and compliance-related training often involve several people, systems and follow-up steps. When records are scattered across email, shared drives and paper files, it can be difficult to see what has happened or retrieve the right evidence when it is needed.
Clear records, controlled access
Streamlined employment documentation
The Induction App can collect employee information and documents through guided online forms, reducing entry of repeated information and helping ensure required fields are completed, and completed correctly. Team members can upload supporting files and submit signed forms online, with payroll or other authorised users notified when information is ready.
Employment agreements can be created from the organisation’s own templates, prepared for each new team member and sent through a controlled signing workflow. An Agreement Manager can prepare and manage agreements, and an Authoriser can review, approve, request changes and send the agreement. The signed agreement is stored with the employee record alongside an audit trail of activity.
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Streamlined employment documentation
Employment agreements can be created from the organisation’s own templates, prepared for each new team member and sent through a controlled signing workflow. An Agreement Manager can prepare and manage agreements, and an Authoriser can review, approve, request changes and send the agreement. The signed agreement is stored with the employee record alongside an audit trail of activity.
Use of electronic signatures
The Induction App provides a controlled electronic signing process designed to support the identification of the signatory, their intention to sign and the reliability and traceability of the signing process. Employment agreements are sent to the recipient’s personal email address with a unique, secure link. The link expires after 48 hours and can be re-sent or revoked, with the recipient also able to request a refreshed link. The recipient can review the agreement on any device or download it to seek independent advice before signing.
To sign, the recipient draws their electronic signature on screen and can repeat this until they are happy to select ‘Use’. The signature is then applied to each designated signature location within the agreement, providing a clear indication of their intention to sign. An audit trail records the date and time the agreement was created, authorised (where the workflow requires authorisation), sent to the recipient and signed. Together, these controls provide a traceable record of the signing process and supporting evidence of the agreement’s execution.
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Use of electronic signatures
To sign, the recipient draws their electronic signature on screen and can repeat this until they are happy to select ‘Use’. The signature is then applied to each designated signature location within the agreement, providing a clear indication of their intention to sign. An audit trail records the date and time the agreement was created, authorised (where the workflow requires authorisation), sent to the recipient and signed. Together, these controls provide a traceable record of the signing process and supporting evidence of the agreement’s execution.
Monitoring of qualifications and renewals
For organisations using the ongoing platform, licences and qualifications can be recorded against employee records, with supporting certificates and expiry dates. Automatic reminders can alert the relevant team members and managers before a qualification expires. Current, expiring and overdue status can be reviewed, and relevant records can be exported to support internal requests or external reporting.
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Monitoring of qualifications and renewals
Digital records of activity and completions
Dated completions, statement attestations, quiz results, signed forms and agreement activity records can help demonstrate what was issued or completed, by whom and when. They can support internal oversight, audit preparation and follow-up. These date and time-stamped activity records remain accessible even when someone leaves and/or is archived.
The Induction App does not itself guarantee legal or regulatory compliance. The records it provides are evidence of activity within the platform; they do not replace your organisation’s legal obligations, professional advice, supervision or the need to make sure policies and training are appropriate and understood.
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Digital records of activity and completions
The Induction App does not itself guarantee legal or regulatory compliance. The records it provides are evidence of activity within the platform; they do not replace your organisation’s legal obligations, professional advice, supervision or the need to make sure policies and training are appropriate and understood.
Health & safety, policy and other compliance requirements
Policies, procedures and important workplace information can be included in the onboarding journey and presented at the relevant stage. The Induction App can capture policy attestations and dated completion records. Quizzes can be used to prove understanding of selected content, with time and date recorded as evidence if ever needed. Upcoming and overdue notifications are auto-generated and sent to both the new team member and their allocated manager to support on-time completion.
With the ongoing platform, key topics can be scheduled for annual refreshers, and new or updated topics can be released with specified completion dates and automated monitoring. This helps ensure that policy, health and safety and other compliance requirements have been met, recorded and are being auto-monitored.
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Health & safety, policy and other compliance requirements
With the ongoing platform, key topics can be scheduled for annual refreshers, and new or updated topics can be released with specified completion dates and automated monitoring. This helps ensure that policy, health and safety and other compliance requirements have been met, recorded and are being auto-monitored.
Employee attestations and acknowledgements
The Induction App also provides a structured way to capture employee attestations and policy acknowledgements. Rather than simply ticking a box, the individual is required to re-type their name into a personalised statement, such as “I [name] have read and agree to abide by…”. The exact wording of the statement, together with the date and time of the attestation, is recorded against the individual’s employee record. This provides an accessible, traceable record of what the individual was asked to acknowledge or agree to, and when they did so.
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Employee attestations and acknowledgements
Authorised access and visibility
Employee records can contain sensitive personal information. The Induction App uses role-based access so HR, payroll, agreement managers, team managers and other authorised users can be limited to the information relevant to their responsibilities. Managers can be given access to selected details, while other information remains restricted.
Your organisation remains responsible for deciding what information should be collected, setting appropriate access permissions, maintaining accurate policies and records, and applying its own retention and privacy requirements.
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Authorised access and visibility
Your organisation remains responsible for deciding what information should be collected, setting appropriate access permissions, maintaining accurate policies and records, and applying its own retention and privacy requirements.
Privacy and personal information protection
The Induction Company takes the privacy and protection of personal information seriously. Our Privacy Policy sets out how personal information is collected, stored and processed, and confirms our commitment to the New Zealand Privacy Act 2020 and the European Union’s General Data Protection Regulation (GDPR). We extend the protections and rights provided under the GDPR to all customers, suppliers and users of our services, regardless of where they are located. Where The Induction App is provided as a hosted platform on behalf of a business customer, that organisation is responsible for determining how employee and user information is collected and used, while The Induction Company acts as the data processor on its behalf.
We take reasonable administrative, technical and physical precautions to safeguard personal information against loss, misuse, unauthorised access or disclosure. Sensitive personal information is encrypted and subject to stricter access controls. Our Privacy Policy identifies Google Firebase as our data storage platform, with the Firestore database located in Australia, while acknowledging that some third-party service providers may operate or store information overseas. Personal information is retained for as long as necessary to provide the services, or longer where required for legal or regulatory purposes. The policy also outlines individuals’ rights to access, correct and, in certain circumstances, request deletion of their information, as well as our approach to assessing and responding to privacy breaches.
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Privacy and personal information protection
We take reasonable administrative, technical and physical precautions to safeguard personal information against loss, misuse, unauthorised access or disclosure. Sensitive personal information is encrypted and subject to stricter access controls. Our Privacy Policy identifies Google Firebase as our data storage platform, with the Firestore database located in Australia, while acknowledging that some third-party service providers may operate or store information overseas. Personal information is retained for as long as necessary to provide the services, or longer where required for legal or regulatory purposes. The policy also outlines individuals’ rights to access, correct and, in certain circumstances, request deletion of their information, as well as our approach to assessing and responding to privacy breaches.
“Our problem was evidentiary. Because there was no formal process or tracking, there was no evidence of what had been communicated. The Induction App changed all that.”
—CEO