How to send documents for e-signing to a candidate in Simployer One

How do I send documents for e-signing to a candidate in Simployer One? 

You can send documents for electronic signature to candidates before they become employees. This allows candidates to review and sign documents such as employment contracts before an employee profile is created. 

Candidate e-signing uses a candidate card, which is separate from an employee profile. 

Before you begin 

• By default, Owners and Admins can create signing processes.  
• Managers can also create signing processes if they have the E-signing / Signing process permission. 
• The candidate must have an email address to receive signing invitations.  
• Navigate to People → Employees → Candidates. 

What is a candidate card? 

A candidate card stores information about a person who has not yet become an employee. 

A candidate card is not an employee profile. 

After a candidate accepts an offer, you can move the candidate to New hires, which creates an employee profile in Simployer One. 

Until then, the candidate remains in the Candidates list. 

How do I create a candidate card? 

To create a new candidate: 

1. Navigate to People → Employees → Candidates.  
2. Click Add candidate.  
3. Enter the candidate's information, such as:  
4. Name  
5. Email address  
6. Phone number  
7. Click Save.  

Note 

No fields are mandatory when creating a candidate card. However, an email address is required if you want to send documents for e-signing. 

How do I send a document for e-signing to a candidate? 

After creating the candidate card: 

1. Open the candidate.  
2. Click the three-dot menu (Actions).  
3. Select Send documents for signing.  
4. Create the signing process.  
5. Select or create the document.  
6. Review the signing details.  
7. Click Send for signing.  

The candidate receives an email with instructions for signing the document.

Which documents can I send to a candidate? 

Candidate e-signing can be used for many types of pre-employment documents, including: 

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

You can either: 

• Use one of your document templates.  
• Create the document directly during the signing process. 

What happens after the candidate signs? 

When all required signing parties have completed the signing process: 

• The document is sealed.  
• A signed PDF is created.  
• The document is stored in Simployer One.  
• Everyone with access to the signing process can view the completed document.  

The candidate does not automatically become an employee after signing. 

If the candidate accepts the position, you must move them to New hires to create an employee profile. 

How do I move a candidate to New Hires? 

When a candidate is ready to become an employee: 

1. Open the candidate card.  
2. Click the three-dot menu (Actions).  
3. Select Move to New hires.  

Moving the candidate creates a new employee profile in Simployer One. 

The candidate card and the employee profile are separate records until this step is completed. 

Can I delete a candidate card? 

Yes. 

If a candidate is no longer needed: 

1. Open the candidate card.  
2. Click the three-dot menu (Actions).  
3. Select Delete.  

Deleting the candidate removes the candidate card from the Candidates list. 

Warning 

Deleting a candidate card cannot be undone. Make sure the candidate record is no longer needed before deleting it. 

What should I do if the candidate does not receive the signing invitation? 

If the candidate does not receive the email: 

• Verify that the email address on the candidate card is correct.  
• Ask the candidate to check their Spam or Junk folder.  
• Confirm that the signing process has been sent successfully.  
• If the problem persists, contact Simployer Support.  

Best practices

Tip

Always enter the candidate's email address before starting the signing process. 

Tip

Use document templates for frequently used recruitment documents such as employment contracts and offer letters. 

Tip

Review all signing parties and the signing order before sending the document. 

Important

Remember that signing a document does not create an employee profile. You must move the candidate to New hires when they are ready to join your organization. 

FAQs

Can I send documents to someone who is not yet an employee?

Yes. Create a candidate card and send the document for e-signing from the candidate's Actions menu. 

Does a candidate need an employee profile before signing?

No. The candidate signs documents using their candidate card. An employee profile is only created after the candidate is moved to New hires. 

Is an email address required?

Yes. The candidate must have an email address to receive signing invitations. 

Does signing an employment contract create an employee profile automatically?

No. After the signing process is complete, you must manually select Move to New hires to create the employee profile. 

Can I delete a candidate after the signing process?

Yes. If the candidate is no longer needed, you can delete the candidate card from the Actions menu.