Why sign electronically and how to do it?

Updated by Lucie Heroudkova

Electronic signing is a great help in digitizing your employees' documents.

It will significantly speed up and simplify a process that can take days or weeks with paper documents.

– printing a document, urging signers, scanning, recording…

You can get rid of all this when you start signing electronically.

Employee documentation often contains multiple related documents that need to be signed. When an employee starts work, for example, it can be an employment contract, a pay slip, an agreement on working from home, a handover protocol for work equipment, and many others. That is why we work with virtual envelopes when signing electronically, which keep all the documents together.

Grouping signed documents into envelopes saves:

- time. Not only the signer who signs all documents at once with one verification of their identity, but also the time of everyone who needs to monitor whether all documents have been signed.

- money. You pay one price for the entire envelope, not for the number of documents in it. Just like in reality, the capacity of the envelope is limited - the virtual one can hold a maximum of 20 documents with a total size of 25 MB. You can find the current price for the envelope in our price list in the "Extensions and Integrations" section.

If you are hesitant about using electronic signatures in your company, read our Recommendations for using the module to check whether your documents are suitable for electronic signatures.

So how do you start signing?

  1. Electronic signing is not included in the basic Pinya HR package, you need to activate the additional module according to the instructions. The good news is that activation costs you nothing, you will only pay monthly for the envelopes sent. And you get the first four envelopes for free to start!
  2. Set up the module according to the instructions .
  3. Signed documents must contain markers – signature tokens that determine who will sign and where . You can find out what signature tokens look like and how to place them correctly in a document in the article Preparing a document for electronic signing .
  4. For instructions on how to create and send an envelope for signature, see the article Sending documents (envelopes) for electronic signature . The instructions will guide you through these steps:
    1. Select documents and name the envelope
    2. Identify the signatories.
    3. For signers, select the email address to which the invitation to sign will be sent, and the phone number to verify the signer's identity. You can also specify here whether individual people will sign by simply clicking a button or manually by moving the mouse/finger across the screen. And you can set other things too - such as the order of signers or whether signers should be reminded.
    4. If one of the signers will only sign some of the documents in the envelope, you can hide the other documents from him. If everyone signs everything, you don't have to worry about this step 😊
    5. The envelope is ready and you are sending it for signing!
  5. The signer receives an email invitation to sign , verifies their identity using an SMS code, and signs all documents intended for them in just a few clicks. For detailed instructions, see the Employee Signing article.
  6. When the last person signs the documents in the envelope, the signing is complete and all signers receive an email with the signed documents. You can learn all about successfully signed documents here .
    Don't worry if one of the signers was not supposed to see a document, didn't get to it during the signing process, and doesn't receive the signed document in the email.
  7. And so that you, as the sender of documents, know that the documents have been signed, set up a notification according to the instructions on Custom notifications (you will add the notification to the Document category and in the When to send section, select "when the action is performed: Envelope electronically signed ").

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