Here’s How to Use Electronic Signature for Human Resources

Quick Summary

This article explores how electronic signatures streamline HR document processes, from onboarding and contracts to benefits enrollment and compliance. SignWell simplifies signing with secure, legally binding e-signatures, reducing paperwork, costs, and delays. HR teams can enhance efficiency, security, and compliance while automating workflows

Wondering How to Simplify HR Document Signing?

Managing HR documents can be time-consuming, from onboarding paperwork to policy acknowledgments and benefits forms. With electronic signatures, HR professionals can streamline these processes, making document signing faster, easier, and more secure than ever.

In this SignWell article, we’ll explain everything you need to know about electronic signatures for Human Resources, including their benefits, common use cases, and how they can transform your HR workflows.

But first…

Why Listen to Us?

At SignWell, we’ve helped over 61,000 businesses, including HR teams, streamline their workflows with secure, legally binding e-signatures. Our expertise in electronic signatures ensures your HR documents are signed efficiently, securely, and in compliance with international laws. Trust us to guide you through reliable, easy-to-implement methods for transforming your HR processes with electronic signatures.

What is an Electronic Signature?

An electronic signature, or e-signature, is a digital alternative to a handwritten signature used to sign documents electronically. It provides a secure and legally binding way to confirm agreement or approval without the need for physical paperwork. Unlike traditional methods, e-signatures allow you to sign and manage documents anytime, anywhere, using any device.

Benefits of Using Electronic Signatures in HR

• Improved Efficiency: E-signatures eliminate delays from printing, scanning, and mailing documents, allowing HR teams to send and receive signed contracts quickly.
• Cost Savings: E-signatures reduce paper, ink, and courier costs. SignWell offers a free plan for smaller teams, along with affordable pricing for growing businesses, making it a cost-effective solution.
• Enhanced Security: SignWell ensures signatures are secure, encrypted, and legally binding, preventing forgery. Detailed audit trails further safeguard sensitive HR documents.

• Compliance and Legal Assurance: E-signatures comply with strict legal standards like the ESIGN Act and eIDAS, ensuring documents are secure and legally binding.

How to Use Electronic Signatures in HR

1. Employee Onboarding

Employee onboarding is a crucial HR process that involves a lot of paperwork, from offer letters to non-disclosure agreements and benefits forms. Traditionally, this process can be time-consuming, requiring physical signatures and multiple follow-ups. 

With electronic signatures, HR departments can send documents to new hires for signing instantly. New hires can sign contracts, agreements, and forms from anywhere, eliminating the need for physical paperwork or mailing delays. 

2. Employment Contracts

Drafting and signing employment contracts can be cumbersome if done manually. Electronic signatures simplify this process by allowing HR professionals to easily send, sign, and track employment contracts online. 

Using SignWell’s customizable templates, HR teams can create consistent contracts that include important terms such as job roles, salaries, benefits, and confidentiality clauses. The integrated e-signature ensures contracts are signed securely and quickly, minimizing the risk of overlooked details and enhancing overall efficiency. 

3. Performance Reviews and Appraisals

Performance reviews are a key part of employee development, but the signing process can often be delayed due to manual workflows. With electronic signatures, performance appraisals can be sent out, signed, and filed with minimal effort. 

Employees can review and sign their performance appraisals electronically, which eliminates the need for printing, signing, and mailing hard copies. HR professionals can monitor the status of reviews in real-time, ensuring timely completion and securely storing all signed documents for future reference. 

4. Benefits Enrollment Forms

During benefits enrollment periods, HR teams must collect various forms from employees, such as health insurance and retirement plan documents. Traditional methods often involve physical forms, which can cause delays and errors. 

By adopting electronic signatures, HR departments can send benefits forms electronically, allowing employees to sign and submit them from their computers or mobile devices. Platforms like SignWell offer a secure, time-stamped audit trail that tracks when forms are signed, helping HR teams stay compliant with regulatory requirements while streamlining the process.

5. Separation and Exit Forms

When an employee exits a company, HR must handle several important documents, such as non-disclosure agreements, return of company property forms, and final settlement agreements. Traditionally, these documents would need to be signed and returned via mail or in person, which could delay the offboarding process.

With electronic signatures, HR can quickly send separation and exit forms to employees for immediate signing. This not only speeds up the offboarding process but also ensures that all required paperwork is completed and securely stored for future reference. 

6. Legal and Compliance Documents

HR teams handle numerous legal documents, including confidentiality agreements, non-compete clauses, and intellectual property agreements. Ensuring these documents are signed securely and in a timely manner is essential for legal compliance.

With electronic signatures, HR teams can distribute, sign, and store legal documents with ease. SignWell seamlessly integrates with over 5,000 apps, including Gmail and Dropbox, allowing HR teams to streamline document workflows and minimize the risk of errors or missed signatures.

7. Internal Policy Acknowledgments

Electronic signatures can greatly improve the process of internal policy acknowledgments. Employees are often required to sign off on company policies, such as codes of conduct, safety guidelines, and harassment policies. 

Instead of using paper forms or emails, HR departments can send digital versions of these documents for electronic signing. With SignWell, HR teams can set expiration dates and automated email reminders, ensuring employees complete these tasks promptly and enhancing overall policy compliance.

Simplify HR Document Processes With SignWell

Managing HR documents doesn’t have to be a cumbersome task. With the right tools, you can streamline workflows, reduce errors, and ensure compliance, all while saving time and resources.

SignWell offers an intuitive, secure, and legally binding solution that allows HR departments to effortlessly collect signatures, track document status, and automate workflows. Its seamless integration with popular apps, customizable templates, and audit trail features make it the perfect solution for modern HR needs.

Ready to simplify HR document processes? Sign up for a free SignWell account today!