This article explains how to have employees sign documents electronically as part of their on-/offboarding. To demonstrate the process, we will only describe the onboarding function. The same steps apply for offboarding.
Since July 1, 2016, EU Regulation No. 910/2014 facilitates the use of electronic signatures. Data must thereby be linked logically and stored irrevocably (see Article 3 (10) of the eiDAS Regulation).
Before deciding on this method, you should confirm the internal legal validity.
How to Reflect the Process in Personio
In order to incorporate the necessary data as part of an onboarding step, we recommend that you first set up the relevant attributes in a (new) section. Afterwards, these attributes can be integrated into an onboarding step. They will be edited by the employee in the assigned onboarding template and will thus be stored in the employee history.
The following is a detailed description of the configuration steps.
1. Creating a section, without edit rights for the employee
First create a new section, e.g. Employee obligations, under Settings > Employee information > Sections. More details on creating sections and attributes can be found here.
Once you have created the section, you can define the access rights for it under Settings > Employee roles > Access rights. To prevent employees from editing the electronic signature later, we recommend that you set the rights for this section for the All employees role to Own viewing rights only.
2. Creating the relevant attributes
Now create two new attributes for every document that you would like the employee to sign.
- One attribute (e.g. "Data privacy statement consent (agreement)") as a list of options formatted with the restrictions "Yes" and "No." This is to request general agreement for the respective document.
- The second attribute (e.g. "Data privacy statement consent (Date)") should be the date that consent is requested. The correct attribute type is therefore the "Date" format.
3. Integrating the attributes as an onboarding step
You can now integrate both attributes in an onboarding step, and then assign the relevant onboarding template. When creating the onboarding step, be sure to select the item type Employee attribute. Additionally, integrate the respective document for download as an item in the onboarding step directly.
Detailed instructions on how to configure on-/offboarding processes can be found here.
An onboarding step for signing the data privacy statement could then look like this:
The new employee is able to edit the attributes in the assigned onboarding template until the onboarding step has been marked as completed.
4. Display in the employee profile and history
After the new employee has marked the onboarding step as completed, the updated data is stored permanently in the employee profile as well as in the employee history. In the history, you will also be able to see who made the last change.
Here, the detailed view of the history shows that the employee themself made the change, meaning they agreed to the content of the document.
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