Managing e-Signatures with YouManageHR.

Introduction

In today’s digital world, where efficiency, speed, and security are paramount, e-signatures have become an essential tool in Human Resources (HR) operations. As businesses transition from paper-based processes to digital workflows, the adoption of e-signatures has revolutionized the way HR teams manage documents, approvals, and agreements. This article highlights the key reasons why e-signatures are critical in the HR industry and how they contribute to organizational success.

Adding e-Signatures to Company Documents

When uploading a Company Document into YouManageHR, users have an additional option which asks whether a signature is required.

When selecting the Add Signature option for the document, users can configure the e-Signature; choose the ‘signer’ (the Employee) and where they would like the signature to be placed on the document.

Sending Letters with e-Signatures

The signature feature is also included on a wide range of the built in Letter Templates within YouManageHR as part of a process for example when sending an offer letter.

Signing Documents

When a document is sent to an employee for signing, they will be notified by email, and it will appear in their task list.

They can view and manage all Documents that require signed from the Signature Mail box from their Employee Self Service log in.

Before signing, users are asked to give their consent to use this feature for GDPR.

Users are then given the option to Type, Draw or upload a signature, depending on the settings. Settings can also be configured to allow users to decline signing and to add an expiration date to the signing of letters and documents.

Once the document has been signed by the employee, the file is converted to a PDF file with the embedded signature and saved on their record.

Tracking Signatures

The HR user can also view the Signatures Mail Box to view and track the signing of any documents by employees.

From here they can open the Track Signatures Screen to see who has and has not signed a specific document or those who have declined to sign it.

Signed documents can also be downloaded from the Tracked Signatures screen if required.

Summary

E-signatures are an essential component of modern HR practices than have transformed the way HR teams handle documentation.

As businesses continue to embrace digital transformation, the importance of e-signatures in HR will only grow, offering benefits that streamline processes, ensure compliance, and create a better employee experience.

Providing an e-signature feature within YouManageHR improves efficiency, reduces costs, enhances security, and facilitates remote work.

More information

Read our other articles relating to e-signatures

The Importance of E-Signatures in Human Resources

How Do E-Signatures Work?

If you would like to learn more about how YouManageHR can help your organisation send letters and distribute documents with e-signatures to employees via Employee Self Service please contact us on 0330 223 6180 or via email enquiries@Peoplefirsthr.co.uk . Alternatively, click the button below to request more information and one of our consultants will be in touch shortly.