Here are some of the most frequently requested documents employees need from Facilities teams. Discover various use cases, access ready-to-use templates, customize them to match your organization’s format, and streamline employee document requests with automation.
TABLE OF CONTENTS
ID card issue receipt
Why?
An “ID card issue receipt” is a document provided to an employee, contractor, or visitor when they are issued a company identification card. This receipt serves as a record that the ID card was received, confirming the issuance details, including the date of issuance, the recipient's name, ID card number, and any applicable terms or conditions (such as return policies if the ID card is temporary).
How to create an ID card issue receipt template?
Go to Workspace -> Document templates and click on “New template”
Import this file as is. You can also download it, edit and then import. You can replace placeholders in braces as needed
Once imported, add a signature (optional) and save.
Your document template is now ready! You can add it to a service catalog item by navigating to the Settings section and opting document as fulfillment criteria.
For detailed steps and troubleshooting instructions, refer to this article.
Tips & tricks to ensure 0 agent involvement
Add placeholders for inputs like Id card number, date, employee name etc. to avoid manual entries and errors by agents. You can even add custom fields in the service request form and use them as values for document placeholders.
Use “Auto send document to requester” to reduce manual document generation by agents on each ticket.
Add e-signature to avoid manual sharing and signing of the document to the approving stakeholder.
Leverage workflows to automatically add approvers each time a visitor form is requested.
Download ID card issue receipt document template
Vendor Contract Agreement
Why?
A “Vendor Contract Agreement” is a legally binding document between a company and a vendor (or supplier) that outlines the terms and conditions for the goods or services the vendor will provide. This agreement helps to ensure that both parties have a clear understanding of their responsibilities, timelines, payment terms, quality standards, and other important details, promoting a smooth and productive business relationship.
How to create a Vendor Contract Agreement template?
Go to Workspace -> Document templates and click on “New template”
Import this file as is. You can also download it, edit and then import. You can replace placeholders in braces as needed
Once imported, add a signature (optional) and save.
Your document template is now ready! You can add it to a service catalog item by navigating to the Settings section and opting document as fulfillment criteria.
For detailed steps and troubleshooting instructions, refer to this article.
Tips & tricks to ensure 0 agent involvement
Add placeholders for inputs like Vendor name, date, employee name etc. to avoid manual entries and errors by agents. You can even add custom fields in the service request form and use them as values for document placeholders.
Use “Auto send document to requester” to reduce manual document generation by agents on each ticket.
Add e-signature to avoid manual sharing and signing of the document to the approving stakeholder.
Leverage workflows to automatically add approvers each time this document is requested.
Download Vendor Contract Agreement document template
Visitor form
Why?
A “Visitor form” is used by an employee or department within a company to request access for an external visitor. This letter is typically submitted to the facilities or security team and includes important details like the visitor's name, purpose of the visit, date and time, and any additional instructions for the visitor's entry. This document ensures that visitor access is well-documented, approved, and in compliance with the organization's security protocols.
How to create a Visitor form template?
Go to Workspace -> Document templates and click on “New template”
Import this file as is. You can also download it, edit and then import. You can replace placeholders in braces as needed
Once imported, add a signature (optional) and save.
Your document template is now ready! You can add it to a service catalog item by navigating to the Settings section and opting document as fulfillment criteria.
For detailed steps and troubleshooting instructions, refer to this article.
Tips & tricks to ensure 0 agent involvement
Add placeholders for inputs like Visitor name, date, employee name etc. to avoid manual entries and errors by agents. You can even add custom fields in the service request form and use them as values for document placeholders.
Use “Auto send document to requester” to reduce manual document generation by agents on each ticket.
Add e-signature to avoid manual sharing and signing of the document to the approving stakeholder.
Leverage workflows to automatically add approvers each time a visitor form is requested.
Download Visitor form document template
