E-signing in Simployer One

What is e-signing in Simployer One? 

E-signing in Simployer One allows you to create, send, sign, and securely store documents electronically. You can use your own document templates or start from one of Simployer's ready-made templates to streamline common HR processes. 

Documents can be signed electronically using a Simployer One account or BankID (available in Sweden only). After all required parties have signed, the signed PDF is automatically stored in Simployer One. 

E-signing helps organizations replace paper-based processes with secure digital signing while maintaining a complete record of every signing process. 

Before you begin 

• By default, only Owners and Admins can create signing processes.  
• Managers can also create signing processes if they have been granted the E-signing / Signing process permission.  
• Navigate to Documents to access document templates and signing processes.  

What are the benefits of e-signing? 

E-signing simplifies document management by removing the need to print, scan, or physically sign documents. 

With e-signing, you can: 

• Create reusable document templates.  
• Send documents for secure electronic signature.  
• Define the order in which documents are signed.  
• Allow documents to be reviewed before signing.  
• Track the progress of every signing process.  
• Download signed documents as PDF files.  
• Automatically store signed documents in Simployer One.  

Using e-signing also provides a consistent process for HR, managers, employees, and candidates. 

When should I use e-signing? 

E-signing can be used whenever a document requires one or more signatures. 

Common examples include: 

• Employment contracts for candidates  
• Employment contract updates or renewals  
• Job description changes  
• Company policy acknowledgements  
• IT and security policies  
• Data protection and privacy policies  
• Code of Conduct acknowledgements  
• Separation agreements  
• End-of-employment documentation  

Because templates are reusable, many organizations also use e-signing for recurring HR and compliance processes. 

Which signing methods are available? 

Simployer One supports two signing methods. 

Simployer One accounnt

Employees and other participants can sign documents using their Simployer One account. 

This signing method is available to all supported countries. 

BankID

Organizations in Sweden can choose BankID as the signing method. 

BankID provides secure electronic identification during the signing process. 

Note 

BankID signing is only available for organizations in Sweden. 

Who can create signing processes? 

By default, only Owners and Admins can create signing processes. 

Managers can also create signing processes if they have been granted the appropriate permission. 

To allow Managers to create signing processes: 

1. Navigate to Settings → Permissions.  
2. Select Manager.  
3. Enable E-signing / Signing process.  

Managers who receive this permission can: 

• Start signing processes  
• Use existing document templates  

Managers cannot: 

• Create document templates  
• Edit document templates  

Who is the target employee? 

The target employee is the person the document relates to. 

The employee's profile information is used to automatically replace variables in the document template. 

Each signing process can include one target employee. 

When a target employee is added, they are automatically included as a signing party. If necessary, you can remove them as a signer before sending the document. 

Who are the signing parties? 

Signing parties are the people who must sign the document. 

A signing process must contain at least one signing party. 

You can add multiple signers and define the order in which they sign. 

When every required signing party has completed their signature: 

• The document becomes sealed.  
• The signing process is completed.  
• The signed PDF becomes available in Simployer One.  

Signing parties receive read-only access to the signed document under Profile → Documents → Shared documents. 

What does a reviewer do? 

A reviewer is optional. 

Reviewers examine and approve the document before it is sent for signing. 

This allows organizations to introduce an approval step before requesting legally binding signatures. 

Reviewers do not sign the final document. 

What does an observer do? 

Observers are optional participants who monitor the signing process. 

Observers can: 

• View the document  
• Track signing progress  
• Receive notifications  
• Access the signed PDF after completion  

Observers cannot: 

• Sign the document  
• Approve the document  

You can add as many observers as required. 

Who is the signing process creator? 

The signing process creator is the person who starts the signing process. 

The creator can: 

• Follow the signing process  
• Monitor signing progress  
• Edit the signing process before completion  
• Revoke the signing process if necessary  

The creator also becomes the owner of the signed PDF stored in Simployer One. 

Who can access signed documents? 

Access to the signed document depends on each participant's role. 

The following people can access the signed PDF: 

• Signing parties  
• Observers  
• Signing process creator  

If an employee needs access to the signed document, they must be assigned one of these roles during the signing process. 

Where are signed documents stored? 

When all required signatures have been collected, the signing process is completed automatically. 

The signed PDF is: 

• Stored securely in Simployer One  
• Available for download  
• Shared with the appropriate participants according to their role in the signing process  

This eliminates the need to manually upload completed documents after signing. 

Best practices 

Tip 

Use document templates for frequently used agreements to reduce manual work. 

Tip

Assign observers when managers or HR need to follow the signing process without signing the document. 

Tip

Add reviewers when documents require approval before they are sent for signature. 

Important 

Ensure everyone who needs access to the final document has the appropriate role before sending the signing process. 

FAQs 

Who can create signing processes?

By default, only Owners and Admins can create signing processes. Managers can also create signing processes if they have been granted the E-signing / Signing process permission. 

Can Managers create document templates?

No. Managers can use existing templates but cannot create or edit document templates. 

Can a signing process have more than one signer?

Yes. You can add multiple signing parties and define the order in which they sign. 

Is a target employee required?

A signing process can include only one target employee. The target employee's information is used to populate document variables automatically. 

Is BankID available in every country?

No. BankID signing is available only in Sweden. 

Where can participants find signed documents?

Signing parties and observers receive read-only access to the signed PDF under Profile → Documents → Shared documents.