Requesting e-signatures from employees

E-signature requests can be made for both existing and new employees that are being onboarded.

Signature requests to existing employees

🔒Requirements:

• The employee needs to be published.
• The employee must have a user account (created under Account Members) and should have logged in at least once. Learn more here.
• At least one compatible document template should be created under the Document templates settings.
• All signers added to the document template should have an active employee profile in order to be able to sign documents.

HR admins can assign an e-signature document to an employee and request that the signers involved in the document template also sign it. To initiate the request:

1. Open the employee profile
2. Click Request e-Signature under the Actions menu on the right
3. Select a document template from the list of compatible templates. Template compatibility is defined by assigning a template to specific departments in the Document templates settings.
4. Click Send request

The HR admins are notified if a document requires data from the employee profile that is not available. The profile must be updated before document signatures can be requested.

Each successful signature request sends notifications (inbox items and emails) to all signers sequentially, based on the sequence configured for each document template. The notification email is not customizable and will look like this:

Requesting e-signatures in bulk

HR admins can also send e-signature requests to several employees at once instead of repeating the steps above one at a time. This works for any group of eligible employees, regardless of whether they already have a document pending, in progress, or completed.

1. Open the document template's details view from the Files page. See how to get there.
2. Select the checkbox next to one or more eligible employees, or select all.
3. Select Request e-signature in the bulk actions bar that appears. The number shown next to the action is the count of selected employees who are eligible for a new request. (permission: Request e-signature)

Sending requests to a group of employees takes a few seconds, so a progress widget appears at the bottom right of the screen while the action runs.

Once the action finishes, open it from the progress widget to see the results drawer. Successful requests are listed under Requested, and any that failed appear under Not requested.

A new bulk request never discards an employee's previous documents — earlier requests remain available in their profile under Files > E-signatures.

Signature requests to new employees

🔒Requirements: All signers added to the document template (apart from the employee) should have an active employee profile in order to be able to sign documents.

HR admins can request e-signatures from new employees as part of their onboarding. To do so, make sure you follow the below steps:

1. Create the document template under Settings > Employee Management > Document Templates. Learn more about this process here.
2. Once the document template is ready, add a 'Sign a document' task while creating an onboarding workflow under Settings > Employee Management > Onboarding. Learn more about this process here.

What's next?

Want to track the status of your e-signature documents? See how.

Need to nudge a signer who hasn't completed a pending document? Learn about sending reminders.