How do I send a document for signing to a candidate in Simployer One?

What do I need before sending a document to a candidate for signing in Simployer One?

In Simployer One, you can send a contract or other document to a candidate for e-signing before they become an employee. Before you start:

• Permission: Candidate signing uses the same permissions as other signing processes. Owners and Admins can create signing processes. Managers need the E-signing / Signing process permission.
• Candidate card: The candidate must exist under Employees → Candidates. For more information, see: How do I add, move or delete a candidate in Simployer One?
• Email address: The candidate card must have an email address. Without one, the candidate can’t receive the signing invitation.

Tip

If you send the same contract often, create a document template first.

Which documents can I send to a candidate for signing in Simployer One?

You can send many types of pre-employment documents to a candidate for signing in Simployer One, for example:

• Employment contracts
• Offer letters
• Confidentiality agreements
• Policy acknowledgements
• Other recruitment-related documents

You can apply one of your document templates or create the document during the signing process.

How do I start a signing process for a candidate in Simployer One?

1. Select Employees → Candidates.
2. Select or create the candidate.
3. Click Start signing process on the candidate’s row. If the candidate card has no email address, enter one and click Add email and continue.
4. Click + Add document to choose a template or create the document from scratch. You can preview and edit the document before you continue. Click Save document, and click + Add document again to add more documents.
5. Under Signing details, set the signing method.
6. Check the signers. The candidate is added as a signer in Step 1 automatically. To add more signers, click + Add signer. Click + Add step to create another signing step.
7. Optional: add a Reviewer who must approve the document before it is sent for signing.
8. Optional: add Observers who can view the document and track progress without signing.
9. Optional: select Don’t notify for signing progress to turn off notifications each time someone signs.
10. Click Continue.

Your next step is to fill in the contract fields.

How do I fill in contract fields and request details from a candidate in Simployer One?

After you click Continue in a candidate signing process, Simployer One detects the fields in the document and sorts them into two groups:

• Fill in yourself: Fields you must complete before sending, such as job title, department or salary. You can’t send the form while any of these fields are blank.
• Request from candidate: Fields the candidate fills in through a form sent to their email, such as SSN/National ID, home address, nationality or bank account details.

To finish and send:

1. Complete all Fill in yourself fields.
2. Optional: click + Add field to add fields that weren’t detected.
3. Click Review & send and check the summary.
4. Click Send to followed by the candidate’s name.

What does a candidate receive in a Simployer One signing process?

In a Simployer One candidate signing process, the candidate receives a form by email, with the subject A document signing process requires your attention. The candidate confirms their identity with a verification code sent by email, and must complete the form before the contract is generated.

• Your fields, such as salary, employment type and manager, are already filled in and locked. The candidate can’t change them.
• Requested fields are the ones the candidate fills in.
• Data protection: The form tells the candidate that their data is collected under GDPR Art. 6(1)(b).

What happens after a candidate signs a document in Simployer One?

Until the candidate has submitted the form, the signing process is listed on the Draft tab under Documents → Signing processes. The Waiting on column shows that the candidate needs to fill in the information form.

When all required signing parties have signed, the document is sealed and the signed PDF is stored in Simployer One. The signing process creator finds it in My documents. For more information, see: What happens when everyone has signed a document in Simployer One?

Important

Signing a contract doesn’t turn a candidate into an employee. If the candidate accepts the position, move them to New hires to create an employee profile. For more information, see: How do I add, move or delete a candidate in Simployer One?