With our e-signature feature, you can streamline your onboarding process by allowing candidates to sign important documents such as NDAs or company policies directly from their onboarding dashboard.
At the same time, your team can sign the same documents right within Teamtailor, making the process smooth and efficient for all parties involved.
A Company Admin user needs to activate this feature in the Add-on feature center to get started.
Note that this feature is only supported with our Onboarding feature.
Activate e-signing
Our e-signature feature is subject to specific terms, which regulate important aspects such as the level of signature offered (currently Standard Electronic Signature under eIDAS), responsibility for data retention, etc. You can read the full terms here.
At the moment, this feature is only available when used in combination with our Onboarding feature, but we’re aiming to expand its use to more features in the future.
Add signable documents
Set up your document templates for e-signing in the new section under Settings → Templates → Signable documents. Click Add signable document at the top right corner to get started.
The document must be in PDF format and include space for signature placement. Click Place signature mark and choose where to place it, typically at the end of the document.
You can request signatures from the candidate, onboarding manager, and/or other users. Once signature marks are added, click Save to complete the document setup.
If no signature mark is added for the candidate, the document will not be shared with them and will only be available to the onboarding team on the onboarding page.
Please note that any user added as a signing party on a document will automatically receive access to the onboarding page, regardless of prior access to the onboarding. This will be seen in the Onboarding team section available on the Onboarding page.
Use signable documents
Signable documents can be added in two ways in the onboarding process:
In your Onboarding templates under the Documents section.
Manually from the new hire's Onboarding page under ⋮ More.
You will be able to choose from the documents set up under Settings → Templates → Signable documents, or upload another PDF file directly.
Signing process
Once a signable document has been submitted, all signing parties will be informed through email of their pending signature. All parties will be able to sign from the moment the document is shared.
Once the document is fully signed, a copy of the signed document will be sent by email to all signing parties.
Candidate
The candidate will receive an email informing them that their signature has been requested on a document. The documents they need to sign can be found once they log in to their Onboarding dashboard under the Documents section.
By clicking the document, the candidate will be able to preview and download it. All added signing parties will be displayed in the document with their name and signature once they sign. At the bottom of the page, the candidate can sign and save their signature.
The document signing status will be updated accordingly on the candidate's Onboarding dashboard.
Status | Description | Visuals |
Unsigned | The document has not yet been signed by the candidate |  |
Partially signed | The document has been signed by the candidate but is pending signature(s) from the other signing parties. |  |
Signed | The document has been signed by all signing parties. |  |
Users
Users added as a signing party will receive an email notifying them that documents require their signature. The document will be available for signing on the related Onboarding page under the Documents section in Teamtailor.
Clicking the document opens a preview where the user can add their signature. All signing parties will be listed in the document by name, and their signatures will also appear in the preview once they have signed.
The signing status of the document will be updated in the Documents section on the Onboarding page.
Status | Description | Visuals |
Usigned | The document has not yet been signed by the parties |  |
Partially signed | The document has been signed by some of the parties |  |
Signed | The document has been signed by all parties |  |
Notifications
All signing parties - both candidates and users - will be notified by email when their signature is requested on a document.
Additionally, users will have access to a new notification in the Onboarding section. This notification will inform them when a new signature has been added to a document where they are listed as a signing party and/or as the onboarding manager for that onboarding.
Additional settings
When you activate our e-signing feature, two new options related to signable documents will become available:
In the Automatic data deletion settings, you’ll have the option to exclude candidates from deletion if they have fully signed documents where the candidate is one of the signing parties.
Signed documents will be enabled as a data point in Candidate data requests by default, but can be disabled if needed. This includes fully signed documents where the candidate is one of the signing parties.