Managing E-Signing Processes

Before You Start

• BankID is available in Sweden only.
• Signed documents are automatically uploaded to the employee's profile.
• By default, only Owners and Admins can create a signing process. This permission can also be enabled for Managers.

Roles in a Signing Process

Start a Signing Process for a Candidate

Step 1 of 2 — Contracts for signing

1. Go to Employees → Candidates and select or create the candidate.
2. Click Start signing process.
3. Click + Add document to choose a template or create from scratch. You can preview and edit the document before proceeding.
4. Under Signing details, set the signing method (e.g. E-signature).
5. Add Signers — all signers receive the contract at the same time.
6. Optionally add Observers — they can view the document and track progress but cannot sign.
7. Check "Don't notify for each signature" to turn off per-signature notifications.
8. Click Continue.

Step 2 of 2 — Contract preparation

The system auto-detects fields from the document and splits them into two categories:

• Fill in yourself — fields you must complete before sending (e.g. Job title, Department, Salary). The form cannot be sent with blank fields in this section.
• Request from candidate — fields the candidate fills in via a form sent to their email (e.g. SSN/National ID, Home address, Nationality, Bank account details).

Use + Add field to add any additional fields if needed.

Click Review & send to confirm the summary, then Send to [candidate name].

What the candidate experiences: The candidate receives a form to complete before the contract is generated. Employer-set fields (salary, employment type, manager, etc.) are pre-filled and locked. The candidate is informed that their data is collected under GDPR Art. 6(1)(b).

Start a Signing Process for an Employee

1. Go to Documents → Signing processes.
2. Click New signing process.
3. Enter a name for the process.
4. Optionally apply a document template.
5. Set the Target employee, Signing parties, and Observers.
6. Set the Signing method (e.g. E-signature).
7. Check "Don't notify for signing progress" if you want to turn off per-signature notifications.
8. Click Preview and send when ready.

Edit a Signing Process

Editing an active signing process automatically revokes the current document and creates a new draft.

1. Go to Documents → Signing processes.
2. Find the process and click Edit from the row menu.
3. Confirm the action. All signing parties will be notified that the current process has been canceled.
4. A new draft is saved — edit and resend when ready.

Revoke a Signing Process

1. Go to Documents → Signing processes.
2. Find the process and click Revoke signing from the row menu.
3. Confirm the revocation.

Revoking cancels the process and notifies all signing parties.