HR document templates in Signi - End of slave administration in HR

HR is an area where digitalisation can bring major effects.

It will allow people in the field to focus on value-added activities, i.e. working with employees.

That's why we are bringing a new way to efficiently electronically sign documents in HR from onboarding, through necessities and development to employee exit.

It can be used when using Signi on its own as well as when interfacing with selected HR systems.

• General information
  • Is it legally okay?
  • How does it work?
  • People
  • Documents
  • Processes
• Variations of use
• Procedure
• Other tips
• Further information
• Next steps

General information

Is it legally okay?

Yes it is, as long as you follow certain rules for employment documents. There are no restrictions for other HR documents. For more information, see Electronic signing in HR using Signi.

How does it work?

Simple. We enable you to connect the people, documents and processes you need: 

• You record employee data in Signi Contacts, where it can be uploaded from a file.

• You fill the data from the contacts individually or in bulk into HR document templates and send them for signature.

• You then capture the necessary signing process in Signi signature scenarios.

People

The Contacts list is used to record employee data. You can import data from an external file into the contacts. People recorded in Contacts do not need to create an account on Signi to sign documents. They only receive a signature prompt by email and SMS or sign on the device of an authorized representative of the employer.

Electronic company employee card - All the necessary information about the employee, the documents he/she has signed and the groups he/she has been assigned to.

Authorized employer representatives are typically invited as signatories to the Signi workspace team dedicated to signing HR documents. For example, they can save their signature in Signi and it can then be automatically inserted into the necessary documents.

Documents

If you have the templates function activated in Signi, you will find a list of pre-made document templates in the left panel under the relevant option. Among them are also templates of frequently used documents in HR. These can be used as they are or you can have them customized by us.

Prepared HR document templates in Signi

Processes

One of the betrayals of digitalisation is that "paper can take anything". Digitalization requires that the process of such "circulation" of an electronic document be described in more detail so that the necessary rules can be set up in the systems used.

Therefore, we have described typical P processes/scenarios in the Signature Scenarios Library > HR Scenarios.

Variations of use

* Alternatively, HR system builders can design the link so that you can handle everything directly in your HR system. This passes files to Signi in the background for signing along with the signatories' details. Signi then returns the signing status information and signed documents to it. For more information on the chosen connection methods, see Signi Partner Solutions.

Procedure

1. Create a master account on Signi. For larger companies, it is advisable to use an "admin" email like info@company.com, which will be used exclusively for Signi administration. Once logged into the workspace on Signi, invite your colleagues.
2. At sales@signi.com, subscribe to a Signi plan that includes the templates feature. You will then see the Templetes tab in Signi and a list of templates with a name starting with HR related to HR and payroll.
3. Use the Bulk Distribution from Templates feature to send out HR documents to your employees for signature, send out documents to employees for description individually, or avoid delivering electronic documents when using the Signature feature on a single device.

Other tips

• If you need to store signed electronic documents in your folders or folders after signing, you can use the Save to Microsoft Onedrive or Google Drive feature.

• Yes, we know that HR documents need to be stored for 10 or even 30 years. And of course, we also know that the Archives Act places certain requirements on the long-term storage of electronic documents. That's why you can activate the Signi Archive function in Signi and store documents securely and according to all requirements for the time you need.

Further information

• Electronic signing in HR using Signi

• Creating an account

• Týmová práce se SIGNI

Next steps

Do you need to clarify anything before ordering Signi for HR? Or is everything clear and you want to get started? Get in touch with us and sales@signi.com.

Feel like it's too complicated? Contact us at sales@signi.com. We will do everything for you according to your specifications. Or with you, so you can "look under our hands" and do it yourself next time.

Are you stuck on something and don't know how to proceed? Contact us at help@signi.com, we'll be happy to advise you.