How do you get employees to sign off on documents?
HR publishes an order with an Acknowledged button. The bot records the date and time, nudges anyone who hasn't clicked and compiles the acknowledgement sheet.
48 members · HR bot
📄 Order No. 39 "Building pass procedure"
Due: Read by Sep 22
To: All channel members · 48
✅ Acknowledged 48 of 48 · sheet in the thread
📄 Order No. 41 "New Year holiday work schedule"
Due: Read by Sep 30
To: All channel members · 48
Status: Draft from 1С:ЗУП, not published to the channel yet
Draft built from the 1С:ЗУП export. Check the deadline and publish: the bot will notify everyone with @all and open a thread.
Karen exported order No. 41 from 1С:ЗУП, and the bot built a card in the Orders and policies channel. Click "Publish for acknowledgement": the bot will notify all 48 employees and open a thread.
Why collect acknowledgements in your team chat
The usual acknowledgement sheet travels from office to office in a folder, remote employees are asked to send a scan of their signature, and a month later nobody remembers who has read the policy and who hasn't. In the Orders and policies channel the order, the Acknowledged button, the list and the sheet all live in one thread. For documents where the law requires the employee's signature, the bot brings a link to sign in КЭДО, and everything else is recorded in chat.
- It reaches everyone. Remote and shift workers and people on vacation see the order in the same channel where they read company news, not in a folder at the security desk. The @all notification gets through even if the channel is muted.
- You can see who hasn't clicked. The "Acknowledged 41 of 48" line under the order and the list in the thread replace walking around with a folder and a paper sheet on HR's desk. The bot reminds stragglers itself, by DM.
- Date and time are recorded automatically. Each "Acknowledged" click reaches the handler with the employee's ID, and it records the name, date and time. Nobody backdates a signature or argues about when they read it.
- The acknowledgement sheet builds itself. At the deadline, or once everyone has clicked, the bot builds a PDF: names, date and time of each click, blank for anyone absent, and drops the file in the order's thread. A year later you find it by searching for the order number.
- For employees it's one button. No trip to HR, no portal to open, no email to dig up. The order, the file and the button sit in the team chat, and the bot's DM confirms the acknowledgement was recorded.
- Grows with you. Today it's orders and policies in chat. Tomorrow documents that need an electronic signature go to КЭДО while the bot brings the link and statuses, orders get published from 1С:ЗУП or Google Drive on their own, and a new version of a policy kicks off a fresh round of acknowledgements.
How to set it up
15 minutes in Pachca plus a handler: n8n with no code, or a day of a developer's time. You'll need administrator rights in Pachca.
In Pachca
- 1
Create an Orders and policies channel
+ next to search Channel. Add every employee. Only the creator and editors can post in a channel, everyone else reads and replies in threads, so orders don't get buried in discussion. - 2
Create the HR bot
Automations Integrations Webhook +. On the API tab, copy the token for your handler. - 3
Add the bot to the channel
Chat settings Add members the Integrations tab HR. Only a chat admin or the creator can do this. - 4
Turn on the outgoing webhook
Bot settings the Outgoing webhook tab. Paste your handler's address from option B or C into Webhook URL and select the Button clicks event. If HR publishes orders with a bot command, select New messages too. Publish a test order: a card with an Acknowledged button should appear in the channel.
Who keeps the list and builds the sheet
A handler publishes the card with the button and counts the clicks. Pick one of three options, depending on your setup.
- A
No handler yet: a reaction instead of a button
HR posts the order in the channel by hand: the file, "Please read by Sep 30 and react with 👀" and @all. For the reminder, schedule a message for the right date: Schedule message in the send settings. The sheet is put together manually from the list of people who reacted. - B
No code with n8n
The workflow: a Form Trigger with document, file and deadline fields the Pachca node posts a card with an Acknowledged button and @all a Webhook node receives the button event and writes the name, date and time to a table a Schedule Trigger DMs anyone missing from the table two days before the deadline. On Close, an HTML node builds the sheet and HTML→PDF drops the file in the thread. Paste the Production URL into step 4. Installing n8n and the Pachca node is covered in the n8n article in our Help Center. - C
Your own code: button, reminders, PDF and a bridge to КЭДО
Give this skill to Claude, ChatGPT or Cursor. It covers the bot setup, the card with a button, recording clicks with date and time, the "Acknowledged N of M" counter, reminders, the PDF sheet, a bridge to КЭДО and where to host the handler. The skill is in Russian.
With your team
- 5
Agree on deadlines and what goes to КЭДО
Three business days to acknowledge, a reminder two days before the deadline, and people on vacation or sick leave catch up when they return. A button in chat doesn't replace an employee's signature: for policies and informational orders, a recorded date and time is enough if your internal e-interaction policy says so. Documents that require the employee's signature (termination, disciplinary action, onboarding paperwork) get signed in КЭДО (HR-Link, Kontur.Sign), and the bot brings the link and statuses. Agree on the list with your lawyer.
Our Help Center explains how bot buttons, outgoing webhooks and @all mentions work.
Troubleshooting
- The Acknowledged button doesn't count clicks: Button clicks isn't selected in the outgoing webhook, or the handler is off. n8n needs the Production URL.
- An employee didn't get the notification: the channel is muted and the message has no @all. An @all mention gets through muted notifications.
- The sheet is empty: the handler didn't save the user_id from the button event. Check the record for the first click in your logs.