HR - Onboarding - Signing onboarding documents at the workplace

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• In the case of employment law documents, the Labour Code de facto prevents the delivery of electronically signed employment law documents. However, it is possible to electronically sign them at the workplace and deliver them there. This is ensured in Signi by the Signature function on a single device shared by the employer's representative and the incoming employee. For more information, see Electronic signing in HR using Signi.

• Multiple documents can be put into one signature set for easier handling of multiple documents. When uploading files, multiple documents are selected for signature. In the case of using templates, the main document is selected from the templates i.e. e.g. Employment contract and after entering the signature scenario, other documents are then added for signing e.g. NDA, GDPR, Payroll etc. Who signs which document in the set may vary. For example, an employment contract can be signed by both, a GDPR consent only by the employee. When uploading files this can be set on the signature placement page. If using templates, this is determined by the template.

• The authorised representative of the employer can prepare the documents for signature in Signi before the meeting with the employee, they can only save the documents ready for signature using Save and Close. He/she will only open the prepared document from the Documents folder for the meeting with the new employee, where the record will be in the In Progress status.

• Alternatively, the documents can be prepared by a colleague, e.g. from the HR team. In this case, the signature scenario will look exactly the same, but the preparer will select Send documents for signature. The authorised representative of the employer will then find the documents in Signi in the folder/status Waiting for my signature or approval, and will also receive an email and SMS notification.

• In this scenario, both the authorized employer representative and the employee then sign the document directly with the employee.

• Once signed, the document author, the employer's authorized representative, and the employee will receive their parries of the electronically signed documents in their email inboxes.

• The Signature control sheet clearly shows that the signing took place on one device, i.e. that the authorised representative signed the document with the new employer.

Signing scenario

• Select the signing order is checked, i.e. the signing order according to the scenario will be followed

• Signing on one device is checked.

• The authorised representative of the employer and the employee are on the same device e.g. the computer of the authorised representative of the employer or a dedicated tablet for the HR department.

• While the employer's representative uses his company email when signing, the new employee signs with his private email so that he has the documents available after leaving the company

Captain Demo is an authorized representative of the employer, the new employee is...

Tip - Sometimes it can be useful to have someone else in the team, such as the team leader of the team the new employee is joining, informed about the signing of the onboarding documents. This way, he or she can be listed in the signing scenario in the "Noted" role.