Send contracts, payslips, internal policies and onboarding documents. Each employee signs from their phone or computer, and HR sees who has signed and keeps the evidence.
Electronic signature for human resources lets each employee sign contracts, payslips or internal policies from their phone or computer, without printing or scanning. HR sends the documents, sees who has yet to sign and keeps the proof. What can be signed this way, and how, depends on each country's employment law.
The real saving is in the repetitive work: chasing signatures, checking who has read a policy, or finding a years-old document when someone asks for it.
Before you start, decide which documents go first, tell staff how they will receive the link and keep emails and mobile numbers up to date, because each signer needs them. Start with something low risk, such as an internal policy, and expand once the process works. Make clear who sends, who checks the status and who keeps the documents.
| Document | How it is sent | What to review |
|---|---|---|
| Contracts and annexes | One submission per person, with a template if the model repeats. The company can sign too. | The obligations for each type of contract. |
| Payslips and receipts | One document per employee, every month. | What has been agreed with staff and the collective agreement. |
| Internal policies | Bulk sending to the whole workforce or a department. | That there is a record for each person. |
| Onboarding | Several documents together with the single envelope. | Which personal data each document includes. |
| Appraisals | Signed by the employee and the manager, in order. | Who should sign first. |
Employment law is not the same everywhere. In Spain, the Workers' Statute allows contracts to be made in writing or orally, requires written form in some cases (Art. 8) and asks for pay to be documented with an individual, supporting receipt (Art. 29.1). This is guidance only: review each case with your employment adviser. For other countries, see the country guides.
You can give each team member access with roles and permissions, and connect access through SSO if your plan includes it. More on sending in send documents for signature.
The eIDAS Regulation does not deny effect to a signature for being electronic, but only a qualified signature is legally equivalent to a handwritten one (Art. 25). Simple and advanced signatures are valid as evidence, and if disputed you must prove who signed and that the document did not change. If a law or your collective agreement requires a qualified signature, tell us before sending. The full explanation is in the eIDAS electronic signature guide.
For each signature, you keep:
Personal data. Payslips and contracts include the employee's personal data. Documents are stored encrypted on European servers, in line with the GDPR. Even so, your company remains responsible for deciding who has access and how long each document is kept: review this with your adviser or data protection officer.
With SignaSuite you can send pay slips for each employee to sign. In Spain, Article 29.1 of the Workers' Statute requires pay to be documented with an individual, supporting receipt. Before changing your process, review the collective agreement and what you have already agreed with your employment adviser.
An employment contract can be made in writing or orally, and some must be in writing (Art. 8 of the Workers' Statute). Before choosing the signature type, check with your employment adviser the obligations for each type of contract and country.
No. Signers do not need an account, a subscription or to install anything. They open the email link, confirm with an SMS code and sign from their phone or computer.
Yes, with bulk sending, depending on your plan. You import the recipient list from Excel or CSV or use your contact lists, and each person receives their document with their own details: name, ID, job title or department.
The dashboard shows each person's status: pending, signed or rejected. You can resend reminders to whoever is left, and an evidence report remains for each signature.
SignaSuite works in any country, but the validity of a signature and what can be signed in employment matters depend on local law. Some countries require, for example, the employee's prior consent. See the country guides and ask your adviser.
Tell us which documents your staff sign and we will guide you
Sending, tracking and evidence in one place