What is e-signing in Simployer One?

What is e-signing in Simployer One?

E-signing in Simployer One lets you 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. When all required signing parties have signed, Simployer One automatically stores the signed PDF.

To get started with e-signing, select Documents. This is where you find document templates and signing processes.

By default, Owners and Admins can create signing processes. Managers can also create them if they have the E-signing / Signing process permission. For more information, see: Who can create signing processes and document templates in Simployer One?

How does an e-signing process work in Simployer One?

An e-signing process in Simployer One follows these stages:

1. Prepare a template (optional). An Owner or Admin creates a document template for documents you send often.
2. Create the signing process. You choose the target employee, signing parties, signing order, an optional reviewer, optional observers and the signing method.
3. Add the document. You apply a template or write the document from scratch, then preview and send it.
4. Review (optional). If you added a reviewer, the reviewer approves the document before signing starts.
5. Sign. Each signing party gets an email when it is their turn to sign.
6. Seal. When all required signing parties have signed, the document is sealed and the signed PDF is stored in Simployer One.

For step-by-step instructions, see: How do I send a document for signing to an employee in Simployer One?

When should I use e-signing in Simployer One?

Use e-signing in Simployer One whenever a document needs 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

Tip

Create document templates for agreements you send often, so you don’t have to set up the same document each time.

Which signing methods does Simployer One e-signing support?

Simployer One e-signing supports two signing methods:

• E-signature: Employees and other participants sign with their Simployer One account. E-signature is available in all supported countries.
• BankID: Organizations in Sweden can choose BankID for secure electronic identification during signing. BankID is available only for organizations in Sweden.

You choose the signing method for each signing process when you create it.

Candidates and other signers without a Simployer One account confirm their identity with a verification code sent by email.

Can I send one document to many employees at once in Simployer One?

No. Each Simployer One signing process supports only one target employee. If several employees each need to sign their own copy of a document, create a separate signing process for each employee.

Tip

Use a document template, or duplicate an existing signing process, to save time when you send the same document to several employees.