What a document Collection is
The pre-onboarding flow that sends the candidate a form, a contract to sign, or both via WhatsApp.
Updated on Oct 12, 2026
A document Collection is Klaaryo's pre-onboarding flow. It collects via WhatsApp the data of the candidate you're hiring and their contract signature.
Where to find it: Pre-onboarding → Collections
What a collection can contain
A collection has one of these three objectives:
- Form completion: the candidate fills in a form with their data.
- Contract signing: the candidate signs a contract digitally.
- Form completion and contract signing: first you collect the data, then you have the candidate sign the contract already filled in with that data.
How a collection is structured
Each collection has two tabs: Participants and Settings. In the settings you'll find three blocks:
- Setup: Collection name, Linked Agent (the agent that writes to the candidate) and Collection language.
- Information: the Objective and the Resources, that is, the linked form and/or contract.
- Activation: when the collection starts on its own. If there's no automation, you'll see None: the collection only starts on request.
Collection statuses
Draft, Active, Paused, Archived.
Who uses it
- The recruiter creates collections, follows participants and approves sending contracts.
- With the Pre-boarding module, the hiring manager can choose which collection to start when they give the interview outcome, with Select collection in the Interview outcomes panel.
Good to know
- Each collection that starts opens a dedicated conversation in Inbox.
- Before creating a collection you need the form and/or contract to link. You'll find them in Pre-onboarding → Forms and Pre-onboarding → Contracts.
- Digital signing goes through the e-signature provider. See What a Contract is and where to find the signed contract.
- The Pre-onboarding menu items only appear if the module is active in your workspace.
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Related articles
- How to start a collection manually for a candidateAdd a contact to a collection with Add contacts, manually or from a file, or start it from the interview outcome.
- What a Contract is and where to find the signed contractThe PDF that the candidate and the HR manager sign digitally through the e-signature provider; where to see the signed contract.
- What a Form is and how the candidate fills it inThe form the candidate receives on WhatsApp to send the data needed for the contract. What they see and what happens after they submit it.
- How to create a ContractUpload the PDF, write the sending message, assign fields and signatures; the candidate form is created automatically.
- How to create a FormCreate an onboarding form: sending message, fields linked to the contract and additional fields.
- How to create a document CollectionCreate a new collection in four steps: information, objectives, resources (form and contract) and activation.
- How to track participants in a collection's detailsThe Participants tab of a collection: candidate statuses (form sent, waiting for approval, offer signed…), filters and actions.
- How the candidate signs the contractWhat the candidate sees: WhatsApp message with link, 2FA check if required, digital signature and confirmation.