Staff documents
The binder in the office is not a filing system
A new waiter starts on Friday. The contract is printed on Monday, signed sometime the week after, and filed in a binder that also holds three people who left in 2023. That works until someone asks for a document you are sure you have.
Where the paperwork gets lost
A food inspector asks for the hygiene training records of everyone working today. Two are in the binder. One is “at home, I’ll bring it”. One expired in spring.
- Forms come back half filled because nobody explained what goes where.
- Contracts wait for a signature while the person is already working.
- Certificates expire without anyone noticing, until an inspection does.
- When someone leaves, nobody can say which documents they ever got.
A simple routine for staff papers
- The same set for every new hire.Decide once which forms and certificates each role needs, and send all of them on day one.
- Let people fill in their own details.Tax number, bank account, emergency contact. Nobody knows them better, and nobody has to read your handwriting.
- Signed before the first shift.Not “sometime this month”. A contract signed after the start date is a risk for both sides.
- Every document with an expiry date.If it runs out, write down when. Then look at what expires in the next month, once a month.
A word on signatures
A signature on a phone screen is fine for most internal forms and acknowledgements. Some documents need more by law, for example a handwritten signature or a qualified electronic one. Which ones depends on your country. Ask your lawyer or accountant, and print those.
Training certificates are one half of food safety paperwork. The other half is the daily cleaning record. Opening & closing checklistsWhere IBMK fits in
IBMK Documents replaces the binder with one place per employee, on the same phone they use for their shifts.
- Templates you write onceName, start date and location fill themselves in. The employee answers the rest.
- Filled in and signed on the phoneThe employee fills in their part and signs on screen; you sign as the manager when needed.
- Uploads for everything elseCertificates and scanned papers go in as PDF or photo, attached to the right person.
- Expiry at a glanceEvery document can carry a validity. One view shows what has expired and what runs out in the next 30 days.
What it does not do: it is not a qualified electronic signature. Documents that legally need one, or need ink, still need paper.
Questions we hear a lot
Which documents should a restaurant keep for each employee?
At least the contract and the written terms of employment, tax and social security details, and any hygiene or food safety training your country requires. Your accountant knows the local list.
Is a signature on a phone legally valid?
For most internal forms and acknowledgements, yes. Some contracts or clauses need a handwritten or qualified electronic signature by law. Check which ones apply to you.
How do we keep track of expiring certificates?
Give every certificate an expiry date when you file it, and check once a month what runs out in the next thirty days.
Want to see it with your own team?
Write to us. A person answers, usually the same day, and we set up your locations and roles together.