7 Electronic Signature Features for HR Teams6 min read

Electronic Signature features for HR teams

If you work in HR, you’re already familiar with using eSignature technology to get signatures on offer letters, government forms, company policy agreements, and other employee documents. But that’s just scratching the surface of the eSignature features. The deployment of electronic signatures for human resource departments guarantees success in 2023. 

eSignatures for HR offer several advantages over traditional paper-based signatures. They’re more secure, faster, efficient, and easier to track and manage. Perhaps most importantly, electronic signatures are legally binding in most jurisdictions. If an employee needs to sign a document but can’t be physically present, you can still get their signature quickly and easily using digital signature technology. 

Many digital signature platforms are available on the market, so choosing one that meets your needs is essential. Some platforms offer additional features like e-signature workflows and compliance tracking that can be extremely helpful for HR teams. When used correctly, digital signatures can help streamline HR processes and make your team more efficient and effective. 

How you write agreements can significantly impact how long it takes for a signer to complete an agreement. 

Here Are A Few Capabilities of Electronic Signature Features for HR Teams 

1. Remote signing with mobile devices

Signers anticipate a fantastic viewing experience when they access an agreement on their mobile device or tablet. Responsive signing optimizes document display dependent on device type. This eliminates the need for pinching and zooming on a small screen, allowing teams to design a mobile-friendly hiring and onboarding experience. 

2. Certinal templates

Certinal electronic signature for human resources department come with pre-built templates for some of the most typical employee and applicant paperwork, such as offer letters, I-9, and W-4 forms, are available to recruiters, HR managers, and admins. Templates save you time and ensure accuracy by pre-tagging typical papers, ensuring that fields are marked as needed, and avoiding errors and incomplete forms. 

3. Attach additional documents

Are you sending a contract out for signature and expecting a paperback? The signer can upload an attachment to the document they’re signing with signer attachments. This keeps all employee information in one central location for onboarding new employees or collecting employee vaccination cards. 

The operational perspective

1. Complex and advanced workflows

You may rely on clever processes and logic in your workflows to process agreements using conditional routing. If a candidate’s pay surpasses a specific threshold after an offer letter is delivered, the document will be immediately sent to a senior executive for assessment and approval. HR managers can use enhanced workflows for employee relocation requests and hiring. When employees complete the request, they indicate their department, and the agreement is instantly delivered to their HR business partner. 

Read The Blog: Future of Digital Signatures with TSPs 

2. Pre-set conditions for easy tracking

What should happen next when a contract is signed? Admins can quickly set rules to automate common post-signature steps, such as archiving finished documents to a cloud storage provider like SharePoint or Box, exporting data to a spreadsheet, or initiating other agreement procedures. 

3. Integrations

Certinal electronic signature for human resources has pre-built integrations with hundreds of popular systems that allow HR teams to operate more quickly in the applications they already use. 

4. Bulk Signing

Do you need to send a standardized document to several people at once? Bulk Send with Certinal’s eSignature features for HR allows you to send “one-to-many” agreements in bulk. Signed documents are returned to your team automatically for tracking and filing. 

5. Tracking sent documents

Want to use analytics and insights to take your HR agreements to the next level? With these tools, you can get agreement metrics at your fingertips, build up automatic procedures, and better understand your employees. 

electronic signatures in hr departments

6. Track completion

Completing digital signature processes can be daunting for even the savviest of internet users. Often, HR departments are tasked with creating and distributing documents for employees to sign, but there is no way to track how many people drop off during the process or why. This is where Signing Insights comes in – it’s a new data visualization tool that will help admins better understand signer behaviour. 

With this valuable information, teams can view insights filtered by fields like template, device and browser to enhance the signer journey and increase completion rates. Signing Insights is changing the digital signature game and taking the hassle out of document distribution. 

7. Certinal API’s

Certinal’s API allows hundreds of pre-built integrations, enabling developers and admins to build custom integrations for their homegrown solutions or specific needs. This digital signature API will enable organizations to manage the entire signing process from start to finish so that they can work together more seamlessly. 

With this API, businesses can automate key HR processes like onboarding and offer letters, making getting new employees up and running easier and faster. And because Certinal’s eSignature API is built on an open platform, it integrates with many existing business applications. As a result, organizations can digitalize their workflows without replacing their current systems. 

Electronic Signature features for HR teams

8. Analytics

You can access reports giving insights and real-time data from document activity as an admin. The report’s overview provides key metrics on your sent envelope activity, including overall envelope status, completion time, and volume over time. This information can be invaluable in digital signature HR processes, as it allows you to track progress and identify any areas that may need improvement. 

In addition, the reports feature can help you plan for future digital signature needs, ensuring that you can meet demand. With this tool at your disposal, you can streamline all the digital signature features for HR Teams and ensure that your organization runs smoothly. 


Electronic signatures for human resources teams are becoming increasingly commonplace in the world of HR. They provide a convenient and efficient way for HR teams to send and sign employee agreements without needing paper or ink. Not only does this save time and money, but it also helps to reduce the chances of errors and misunderstandings. 

Certinal is the one-stop solution for electronic signatures in HR departments of all sizes. With just a few clicks, HR professionals can send contracts and agreements to employees for signature and track the status of each document in real-time. This allows HR teams to focus on more important tasks while ensuring that all employee agreements are signed and returned on time. Digital signatures are a great way for HR teams to speed up their workflows and improve efficiency. Thanks to Certinal’s eSignature feature, HR teams can save time and energy on digital signatures to focus on more critical tasks.

Want to know more about Certinal? Request a demo now! 

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author avatar
Senior Executive - Marketing
Lokjith is a marketing content writer, and he writes about eSignature technology to raise awareness and help enterprises make informed decisions. Before discovering the SaaS industry, he organized Offline Marketing campaigns campaigns. He has a master’s degree from the Institute of Management Technology, specializing in Marketing.
Certinal - IDC

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