This article provides an introduction to Personio's electronic signature feature, powered by DocuSign. With this feature, you can request, track, and sign employee and candidate documents through Personio.

Request signatures

You can request electronic signatures in Personio in several ways:

• When creating documents from a template.
• While uploading a document to an employee's profile.
• On a document already saved in an employee's profile.
• When viewing all documents in the Documents Hub.
• When sending offer letters to candidates through Personio Recruiting.

The maximum number of signers per document depends on how you create the document:

• Uploaded documents: Up to 12 signers per document.
• Documents you create from a template: Up to 25 signers per document, only if the template includes 25 signature placeholders.

Your organization's number of available signature requests depends on your Personio plan and the number of employee licenses it includes. Learn more about how to check your electronic signature usage.

Signature types

When requesting a signature, you can select the type of signature your document needs based on legal requirements. Depending on your plan, there are three types available to request:

• Simple electronic signatures: A single-step process suitable for documents with less strict legal requirements.
• Advanced electronic signatures: Offer a higher level of security through multi-step verification.
• Qualified electronic signatures: The highest level of security and the only type equal to a handwritten, wet ink signature according to the EU-wide eIDAS regulation. Qualified electronic signatures require identity verification. You pay per use via a separate app, and this type is only available on the Core Pro plan. Find out more about requesting a qualified electronic signature.

Read more about the legal validity of electronic signatures.

Sign documents

The signing experience depends on whether signers can log into Personio:

• Sign in Personio: employees with an Active status and a Personio login, or employees whom Personio has invited.
• Receive a DocuSign email request: employees with an Onboarding or Leave status, active employees without a Personio login, and Recruiting candidates.

See how to sign a document with an electronic signature.

Monitor the status of signature requests

Administrators and users with permissions can:

• Check the status of signature requests.
• Track the progress of each request.
• Send reminders to signees about requests that are about to expire.

See how to monitor signature requests in Personio.

Active Signatures widget

The Active Signatures widget lets Administrators track, manage, and troubleshoot electronic signature requests across an organization. To access the widget, go to Automations > Overview.

With this widget, you can:

• See how many requests are Signed, Declined, Pending, or Failed.
• Click a status to view the related documents, signers, and expiration dates.
• Go to the Signatures Overview page.
• Visit a signer's employee profile by clicking their name.
• Manage document templates by clicking the gear icon.

Signatures Overview page

The Signatures Overview page gives you a detailed view of all your electronic signature requests and tracks your usage this month. You can filter and sort requests by status, type, sender, request date, expiration date, and more.

On this page, you can:

• Check your organization's monthly signature usage, including QES charges if you use Qualified Electronic Signatures.
• Preview documents by clicking their name.
• Download a certificate of completion for signed documents.
• See when each request expires (four weeks after you send it).
• Send reminders for pending signature requests.

See how to manage signature requests in Personio.