Personnel and payroll HR

If there is anywhere where digitization of legal proceedings presents an opportunity to dramatically increase efficiency, it is in the HR/Personnel and Payroll area.

The goal is simple:

• to reduce the time spent on mandatory administration to the maximum while maintaining all legalities and
• focus on higher value-added activities - quickly recruiting the right people to the team, developing them and preventing them from leaving.

Signi can use:

• HR departments in small and large companies,
• HR departments, HR departments, recruitment agencies,
• HR companies, HR departments, large companies, and companies that need a larger number of freelancers or temporary employees.

What you will find here:

• Who uses Signi in HR 
• Examples of use in HR 
  • Employee onboarding
  • Employee output 
  • Ongoing administration or internal directives 
  • Clear record of electronic employee documents.
  • Signatures via Signi from integrated HR systems 
• Examples of documents to sign 
• How can I use Signi? 
• Need more information? 
• What next? Let's do it!

Who uses Signi in HR 

• Dodo - How they use Signi in DoDo
• Alza - Signi digital signing has streamlined administrative processes at Alza.cz (CZ)
• Other clients in this field include Scio Schools, Tipsport, INDEX NOSLUŠ and many others.

Examples of use in HR 

• A large number of HR documents can be signed without any restrictions: e.g. taxable income certificate, consent to the processing of personal data, protocols for the receipt of work equipment, job description, pink slip, ELDP, etc.
• For most labour law documents, electronic signing is possible under certain conditions arising from the Labour Code: when electronic signatures can be signed with a regular e-signature at the workplace.
• For some negative employment law documents, we still recommend sticking to the paper form, even if electronic signing is also legal: e.g. termination agreement, etc.

In Signi you can keep documents for:

1. Employee and contractor onboarding
2. Their development
3. Mandatory agenda
4. Employee exit

Employee onboarding

In Signi, multiple documents can be sent for signature at the same time, some can be signed by 2 parties, some can only be signed by the employee or employer, some can only be sent for approval.

Example of onboarding document set - in one batch you sign with the employee in the required.

Employee output 

A typical situation is sending a Pension Record Sheet - ELDP, which the controlling authorities want to see evidence of having been forwarded. There is nothing easier than to send the completed document for approval possibly with a transmittal report for electronic signature - biometric or otherwise. The audit trail of the handover confirmation is very broad, including the exact time of receipt or IP address of the device, etc

Example of a fully digitised process for handing over output documents.

Ongoing administration or internal directives 

Another common agenda is, for example, sending out internal directives that you want to have on record for each employee to be familiar with, e.g. for audits of various ISO standards, OHS, etc. Another agenda is, for example, the signing of the "Rose Card". For more information, see Bulk distribution from Signi or Bulk distribution from Excel.

Example of signing the Rose via Signi.

Clear record of electronic employee documents.

In Signi, you can create folders for each employee and have all documents signed with them. This creates the equivalent of an employee's paper binder. You can also easily select documents by employee, date signed, document name or type, or any label.

Signatures via Signi from integrated HR systems 

Signi can also be used for signing from integrated HR systems. The advantage is that the user works with "his" system to which he is accustomed and Signi only provides a hidden background signature of documents. In short, the "Print" and "Send as attachment" icons are added to the "Electronically sign" icon in the system. For more information see Signi partner solutions.

Example of sending a document for signature via Signi directly from the HR system.

Examples of documents to sign 

• Documents that can be signed electronically without restriction: confirmation of taxable income, employer's confirmation for unemployment benefit assessment, consent to the processing of personal data (applicant), job description, job position, acceptance of work equipment (telephone, PC, etc. ), Contract for the use of a company vehicle, Material liability agreement, Personal income tax declaration - "pink slip", Attendance lists for training courses, Notice of termination of a certain period, Confidentiality agreement, Application for parental leave, etc.
• Documents related to the conclusion of the employment relationship - signed at the workplace: employment contract (agreement), pay slip (wage agreement), home office agreement, confidentiality agreement, credit note
• Documents which, although legal to sign electronically, are recommended to be signed in paper form - Notice of termination of probationary employment, Notice of termination (withdrawal of notice or agreement to withdraw) or agreement to terminate employment, Written notice of breach of obligations under the employment contract

Tip: Are you interested in a complete list of documents that can be signed electronically in HR? We've mapped over 40 documents used in HR - you'll find a clear indication of whether and under what conditions each document can be signed electronically, including a brief lawyer's commentary explaining the details and referring to related legislation. Download Documents Signed in HR..

How can I use Signi? 

You can use Signi to:

• as a standalone application that you can start using almost immediately, just set up an account, see below,
• in partner solutions, where you use it as you are used to, "just" click on "Send for electronic signature" instead of "Print to printer" or "Send PDF by email".
• connected via a customized API to your systems, e.g. if you are a staffing agency with your own system.

Thanks to the signature function on one device, HR and employment documents can also be signed with a widely applicable biometric signature.

For sending out mass communications, Signi's Bulk Mailing feature comes in handy.

Need more information? 

• Legal aspects of electronic identification, signing and archiving
• Electronic signing in HR using Signi - detailed information on electronic signing and the use of Signi
• How to save time, costs and administration in HR with e-signatures - a recording of our webinar on this topic - 60 minutes packed with information on digitalisation in HR.
• Electronic signing in HR and law - D. Vejsada, PRK Partners - presentation from the webinar (CZ)
• Electronic communication and negotiations in labour relations - epravo.cz - Přemysl Jireček - attorney at law, Andrea Drozdíková - associate at law, Urban & Hejduk s.r.o., law firm (CZ)
• Documents Signed in HR- Groups of documents according to their electronic signing possibilities

What next? Let's do it!

Get started now - Create an account in Signi and start sending your first documents for signature. For detailed instructions on how to get started, see Getting Started with Signi. The first three signatures are free, so you can try the app without obligation.    
Contact us now at sales@signi.com.
Let's schedule a video call together - We'd be happy to demonstrate Signi and how to manage and sign business documents. Choose the date that works best for you.