| Note: Document signing is available exclusively with TalentHR's Premium plan. Click here to read more about our plans. |
Document signing is a crucial aspect of HR operations, ensuring that employee contracts, agreements, and company policies are acknowledged and authorized. With TalentHR's document signing feature, you can automate e-signature requests and maintain organized records effortlessly.
Key features
- Automated notifications & follow-ups: Once a document is assigned for signature, the designated employee receives an automatic notification. If they haven't signed within a set timeframe, the system sends reminders, eliminating the need for manual follow-ups.
- Real-time tracking: Monitor the status of each document in real time through your TalentHR portal, to see who has signed and who hasn't.
- Decline with reason: If an employee chooses not to sign a document, they are prompted to provide a reason, ensuring transparency and facilitating quick resolution of any issues.
- Centralized document storage: All signed documents are securely stored within TalentHR, making them easy to access and manage.
To request a signature:
1. Log in to TalentHR as an Administrator or an HR manager and navigate to the Files (1) section.
| Note: You can also use document signing with documents uploaded directly to an employee’s profile. |
2. Click Upload (2) and upload the document you need to be signed. TalentHR supports various formats, including PDFs, spreadsheets, and images.
3. Make sure your doc is set to public (3) and then, click the signature (4) icon next to the uploaded file to assign the document to the relevant employee(s) for signature.
4. On the new window:
- Set a due date (5) for the signature to ensure timely completion.
- Set the signature position (6). The options are: End of document, At every page, or Custom.
- Configure the signers (7) for your file (up to 5 people). You can select individual employees, specific teams, or departments.
5. Once you’re done configuring your settings, click Start signing (8).
| Note: TalentHR sends automatic notifications to inform employees of pending documents requiring their signature. The system also sends a reminder one day before the due date, to prompt employees who haven't signed the document within the specified timeframe. |
To sign a company file or an employee document:
1. Sign in to TalentHR and click on For action (1) from the main menu.
2. Under Document signing (2), find any documents pending for your signature and click Sign (3) next to the document you wish to sign.
3. Click Sign now (4) at the bottom of the page.
| Note: Alternatively, click Decline (5) near the top of the page and provide the reason you declined in the dialog box that follows. |
4. Type your signature (6) in the respective field.
| Note: Alternatively, click Draw (7) to draw your signature, or click Upload (8) to upload it as an image. |
5. Click Sign and complete (9).
Monitoring and managing signed documents
Access the Files (1) dashboard to view the status of all company files.
| Note: Or, go to People and access an employee’s Documents tab to review the status of the employee’s documents. |
Click on the signature (2) icon next to the document you wish to monitor.
Here, you can see who has signed, who hasn't, and any reasons provided for declining to sign.
| Note: Click Cancel signing (3) if you wish to revoke the signing process before it’s completed. |
All company files and employee documents are stored securely within TalentHR, ensuring easy retrieval and compliance with record-keeping requirements.
Benefits of implementing automated document signing
- Time efficiency: Automating the signing process reduces the time spent on manual follow-ups and tracking and allows HR teams to focus on more strategic tasks.
- Error reduction: Automated workflows can minimize the risk of missing signatures or misplaced documents, ensuring all records are complete and accurate.
- Compliance assurance: Secure storage and tracking of signed documents help maintain compliance with legal and regulatory requirements.
- Enhanced productivity: Streamlined processes free up time for HR professionals and employees, boosting overall productivity.
By integrating TalentHR's document signing feature into your HR practices, you can ensure a more efficient, transparent, and compliant workflow, benefiting your team and the organization.