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 applicant 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 sending offer letters to applicants through Personio Recruiting. 

The maximum number of signers per document depends on how the document was created:

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

The number of signature requests available to your organization 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. There are two types you can request:

• Advanced electronic signatures: Offer a higher level of security through multi-step verification.
• Simple electronic signatures: A single step process that's suitable for documents with less strict legal requirements. 

Find out more about the legal validity of electronic signatures. 

Sign documents 

The signing experience varies depending on the user's status and whether they have a Personio login:

• Signs in Personio: employees with an Active status and a Personio login, or employees who have been invited to Personio.
• Receive a DocuSign email request: employees with an Onboarding or Leave status, active employees without a Personio login, and Recruiting applicants.

See how to sign a document with an electronic signature.

Monitor the status of signature requests 

Administrators and users with permissions can:

• Review 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 how many you’ve used this month. You can filter and sort requests by status, sender, request date, expiration date, and more.

On this page, you can: 

• Preview documents by clicking their name.
• Download signed documents as PDFs once all signatures are complete.
• See when each request expires (four weeks after it’s sent).
• Download a certificate of completion for signed documents.
• Send reminders for pending signature requests.
• Check your organization’s monthly signature usage.

See how to manage signature requests in Personio.