Recruitment Documents Mobile App
The company faced challenges with its recruitment process. Our solution, an innovative Power App designed to streamline and automate the workflow, has solution eliminates the need for manual contract, physical paperwork and has associated users of human error. Managers can effectively fill out forms on their mobile devices, which integrates this data cost-effectively into their systems, significantly reducing HR admin time.
Paper-based recruitment creating inefficiency and errors
As part of the company’s recruitment process, managers were required to manually download new starter documents and paperwork, then email them to new employees for completion. The recruiter would then need to track the document, populate it manually with the employee’s details and submit it for approval. This process was time-consuming, error-prone and created significant delays.
This manual process often led to human error, either by the manager or due to gaps in the process. Managers would frequently send a copy of the template via their email, completed by their recruit, which meant they often used outdated versions. This resulted in forms needing to be resent. Alternatively, the manager had to fill out the physical printed form with the new starter, then manually enter the data into their systems — a duplicated effort requiring significant time and resources.
Documents often arrived in poor quality formats — either photographed on mobile phones resulting in illegible images or in unnecessarily large file sizes due to high-resolution smartphone cameras, making storage and retrieval inefficient. The HR team had to manually extract information from these documents and re-enter it into their systems, introducing further opportunities for error and consuming valuable administrative time.
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Email-based document distribution
Managers manually downloading and emailing Word documents to new starters, leading to lost emails, wrong versions and delays.
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Illegible phone photos
Physical paperwork photographed and returned via phone, often illegible or in huge file sizes, making processing difficult.
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Double data entry
HR staff manually re-entering information from documents into systems — time-consuming and error-prone.
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No visibility of progress
Managers and HR had no live view of which documents had been completed, requiring constant email chasing.
A mobile-first recruitment app with e-signature integration
We designed and built a Power App that transformed the company’s recruitment process, providing seamless positive employee experience. The solution eliminates the need for manual contract, physical paperwork and the associated risks of human error. Managers can effectively fill out and submit forms via the Power App, ensuring data accuracy and efficiency whilst new starters receive e-signature documents via their mobile devices directly.
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01
Mobile Canvas App — Manager Interface
A Canvas App giving managers a mobile-first interface to select required new starter documents, populate initial details and submit forms to recruits. The app validates data at point of entry, ensuring completeness and accuracy. Managers can track document status in real-time, seeing exactly which forms have been sent, completed and filed.
Canvas AppMobile-FirstData ValidationStatus Tracking -
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E-Signature Workflow — Power Automate Integration
When a manager submits a form, Power Automate triggers a workflow sending the document to the new starter via e-signature software. The recruit receives an email and can complete the form on their phone, tablet or computer. Digital signatures are captured securely, and the completed document is automatically returned as a properly formatted, legible PDF.
Power AutomateE-SignaturesEmail IntegrationPDF Generation -
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Automated Document Filing — SharePoint
Once a document is completed and signed, Power Automate automatically creates an employee folder in SharePoint (if it doesn’t already exist) and files the completed PDF in the correct location. All documents are stored in a consistent, searchable structure with proper metadata, eliminating manual filing and ensuring HR compliance.
SharePointAuto FilingFolder CreationMetadata Tagging -
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Real-Time Notifications & Status Dashboard
Managers and HR receive automated notifications when documents are completed. The Canvas App provides a live dashboard showing the status of all recruitment documents — sent, pending, completed or filed. No more email chasing or manual tracking required.
NotificationsLive DashboardStatus TrackingTeams Integration
Six weeks from discovery to go-live
A focused programme delivering the recruitment app alongside e-signature integration and SharePoint automation. Regular demos ensured the solution matched operational requirements.
Mobile-First Design
The Canvas App was designed for managers working in the field. Forms are optimised for mobile screens with large touch targets, clear validation and offline capability for areas with poor signal. All data syncs automatically when connectivity returns, ensuring nothing is lost.
📋Recruitment Workflow
- 1.Manager selects documents
- 2.Forms sent to new starter
- 3.E-signature on mobile device
- 4.Auto-filed in SharePoint
- 5.HR notified when complete
Transformed recruitment process with measurable efficiency gains
HR Admin Time
Elimination of manual data entry and document chasing reduced HR administrative burden by three-quarters.
Document Quality
All documents now returned as properly formatted, legible PDFs. No more illegible phone photos or wrong file formats.
Data Entry Errors
Direct data capture at source eliminated transcription errors and ensured data accuracy across all systems.
Document Filing
Employee folders automatically created in SharePoint with completed documents filed in the correct structure.
Status Tracking
Managers and HR can see document status instantly — no more email chains asking for updates.
Starter Experience
New starters complete all paperwork on their phone with e-signatures, creating a modern, professional first impression.
Still running inspections on paper?
Book a free 30-minute discovery call. We will map your current inspection process, show you what a digital solution looks like and give you a clear view of what is achievable — with no commitment required.