Digital tools for Human Resources Departments

Speed up hiring and secure top talent

In a competitive job market, speed is everything. Candidates who receive a fast, professional signing experience are far less likely to accept a counter-offer while waiting for paperwork.

With Signaturit’s electronic signature, your HR team can send offer letters, NDAs, and pre-employment agreements for signature in minutes. Candidates sign from any device, anywhere, without printing or scanning a single page.

What you can sign digitally

• Offer letters and promises of employment
• Non-disclosure agreements (NDAs)
• Background check authorisations
• Pre-employment health declarations
• Confidentiality and non-compete clauses

Need legally traceable delivery? Use certified email to send offer letters with proof of delivery and timestamped evidence, ensuring the candidate received the document.

Deliver a seamless onboarding experience

First impressions matter. A new hire’s onboarding experience shapes their perception of your company from day one. Replace stacks of paper with a smooth digital workflow that lets them focus on meeting the team, not chasing signatures.

With Signaturit, you can bundle all onboarding documents into a single signing session. The new hire receives a link, reviews everything on their screen, signs electronically, and you’re done. No printing, no scanning, no delays.

Documents you can digitise

• Employment contracts (permanent, fixed-term, temporary)
• Company policy acknowledgments and internal regulations
• IT and data protection agreements
• Benefits enrolment forms
• Training certifications and skills assessments

For remote hiring, combine electronic signatures with ID verification to confirm new hires’ identity through facial recognition and document checks, covering IDs from 200+ countries.

Manage HR documents securely throughout the employee lifecycle

Employment doesn’t end at onboarding. Throughout an employee’s career, HR departments generate a continuous flow of documents that require signatures, approvals, and secure storage.

Signaturit’s solution handles it all: from salary reviews and contract amendments to performance evaluations and internal mobility agreements. Every document is signed digitally, tracked in real time, and stored securely in the cloud.

Use cases across the employee lifecycle

• Contract amendments and salary revisions
• Annual performance review sign-offs
• Internal transfer and promotion letters
• Policy updates requiring employee acknowledgment
• Expense report approvals
• Leave and absence management documents

Centralise your team’s signing credentials with Certificate Management, allowing you to manage digital certificates in the cloud without local installations.

Compliant offboarding and long-term document archiving

An employee’s departure involves sensitive documents that carry legal weight long after the last day. Resignation letters, severance agreements, final pay settlements, and non-compete clauses must be signed promptly and preserved securely.

Signaturit is one of the few platforms in Europe that combines electronic signatures with qualified digital preservation. Every HR document you sign is automatically eligible for long-term archiving with full legal validity, protected by qualified electronic seals that guarantee integrity and authenticity over time.

Offboarding documents

• Resignation acknowledgments
• Severance and settlement agreements
• Non-compete and non-solicitation clauses
• Final performance reviews
• Return-of-assets checklists

Secure your HR records for the long term with Digital Preservation, ensuring documents remain tamper-proof and legally admissible for as long as regulatory retention periods require.

Yes. Under the EU’s eIDAS Regulation (No 910/2014), electronic signatures are legally valid across all member states. An electronic signature cannot be denied legal effect solely because it is in electronic form. Employment contracts, amendments, and other HR documents can be signed electronically without restriction, as long as no specific national law requires a different form for that particular document type.

The eIDAS Regulation defines three levels of electronic signature, each with increasing legal strength:

• Simple Electronic Signature (SES): the most basic form. Suitable for low-risk internal HR documents such as policy acknowledgments, training sign-offs, and leave requests.
• Advanced Electronic Signature (AES): provides stronger signer authentication and document integrity. Suitable for standard employment contracts, amendments, and performance reviews.
• Qualified Electronic Signature (QES): the highest level, equivalent to a handwritten signature under eIDAS. Required or recommended for high-value contracts, cross-border employment agreements, and any document where maximum legal certainty is needed. Only a Qualified Trust Service Provider (QTSP) can issue the qualified certificates required for QES.

Signaturit is a QTSP and can issue all three signature levels. For more details on our accreditations and EU Trusted List status, visit our compliance and accreditations page.

Signaturit connects with the software your HR team already uses. Integrate electronic signatures directly into your HRIS, ATS, or business tools so contracts and documents flow seamlessly through your existing workflows.

1. Upload or generate your HR document in your usual tool
2. Send for signature via Signaturit (email, link, or embedded in your app)
3. The signer receives, reviews, and signs on any device
4. The signed document is returned, timestamped, and ready for archiving

• HRIS: Sage, Personio, Lucca, Factorial, Meta4
• CRM/Business: Salesforce, HubSpot
• Automation: Zapier (no-code connector for any workflow)
• Custom: Signaturit API for deep integration with any proprietary HRIS or ATS

Explore our full integration options in the API documentation or browse our partner marketplace.

The impact of going digital

HR departments that digitise their document workflows see measurable improvements across the board:

• No paper, ink or courier costs
• 5x Faster Onboarding
• 76% of contracts signed the same day
• 73% of companies have digitised their HR processes

Want to calculate your own savings? Try our ROI Calculator.