Use cases by role
Human resources: contracts, onboarding and signed policies
Sign the contract before day one, collect what is missing and keep training current.
An onboarding is two things at once: papers the company has to get signed, and papers the person has to provide. They travel in opposite directions, which is why they usually live in two different places — and why something is always missing on Monday.
What goes out to the person
Contract, annexes, data protection notice, code of ethics, confidentiality agreement, equipment handover. All of it can go in a single signature request with several documents, so the person signs it in one sitting instead of receiving five emails.
Worth knowing
The contract is worth an advanced signature with an SMS code: it is the document most likely to end up disputed, and the hardest to defend without mobile verification.
What comes from the person
- Identity document and social security number.
- Qualification or licence if the role requires one.
- Background check where the role legally requires it.
- Bank details and tax withholding form.
- Medical clearance, where applicable.
Internal policies, and why the dates matter
When you have to demonstrate that someone knew the code of ethics or the systems usage policy, what counts is the date they accepted it and the proof it was that person. An email saying "policy attached" does not demonstrate it; a signature with its record does.
Training that expires
Health and safety, food handling, data protection, working at height: most have a validity period. Recorded with their expiry date, the alert arrives before the person loses their authorisation — which in an inspection reads as non-compliance.
Frequently asked questions
›Does it work for offboarding as well as onboarding?
Yes, and it is often forgotten: final settlement, equipment return, confidentiality reminder. Same circuit, other direction.
›Can I send one policy to the whole workforce at once?
Yes, in batches. Each person gets their own link and their individual signature is recorded with its date, which is what you need if it is ever questioned.
›Does the employee need an account?
No. They sign from their phone with their own link, without registering.
›How do I keep the history of a ten-year employee?
Every signed document and every training record is dated inside their file, so the full sequence is available without digging through old emails.
A real case
The situation
A company is onboarding eight people on the same Monday and needs every contract signed beforehand.
What you do
- Sends one signature request per person with contract, annexes and policies together
- Sets advanced signature on the contract and an automatic reminder after 24 hours
- Requests the documents each person must provide in parallel
What you get
By Friday all eight are signed and the paperwork is complete, with nothing printed and nobody phoned.
The situation
A contract is signed on the first day of work.
What you do
- Sends it for signature before the start date
What you get
Onboarding starts complete.
The situation
A policy is emailed and nobody signs it.
What you do
- Sends it for signature and tracks the status
What you get
You see who is outstanding without asking.
The situation
A worker's documentation expires.
What you do
- Records expiries per person
What you get
The warning arrives before it bites.
The situation
Ten people are hired for a campaign.
What you do
- Launches the same process to all ten
What you get
Bulk onboarding does not consume the week.
The situation
Somebody leaves and their documentation is half done.
What you do
- Closes the file when processing the departure
What you get
The history ends complete.
This article answers
- sign employment contracts remotely
- employee onboarding documentation
- how to collect signatures on internal policy from all staff
- track expired mandatory training
- HR software for document signing