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This article explains how to send an employment offer with a contract to a successful candidate as part of the recruitment process and request the necessary signatures from all parties electronically. To initiate the signature process, use contract templates with placeholders for the signatures.
To request signatures for documents, the requesting employee must have the necessary access rights. For the offer process, you can define these via recruiting roles. Employees need at least viewing rights for Candidates and editing rights for Offers.
Creating a Document Template with Signature Placeholders
The first step for using signatures in recruiting is to create a suitable contract template with the corresponding placeholders. Use placeholders to define where signatures need to be inserted and in what sequence they need to be provided. For more information on how to create a document template with signature placeholders and how to incorporate placeholders for the location and date of digital signatures into a contract offer, read this Help Center article.
The template must always be stored in Settings > Documents using the Work contracts document category.
Sending Out an Employment Offer with a Signature
If you need to send an offer to a successful candidate, you can request electronic signatures from internal employees as well as from the candidate as part of your offer process.
To request these signatures, follow these steps:
- Navigate to Recruiting > Candidate profile > Offers > New offer > Offer with a contract document. Select a template with signature placeholders.
- Fill in the other placeholders within the document. Once you have saved the offer, send it to the candidate.
- To request signatures, click on Send contract with e-signature.
- The sequence in which the various signatories are requested to provide their signatures is predefined for each template in Settings > Documents. Select the candidate and any responsible employees who need to sign the document. The candidate must always be defined as one of the signatories. You need to assign the required signatories manually to the signature placeholders. This is not done automatically by naming (adding designations to) the placeholders. Designations merely serve as indicators of who needs to sign a document where. You can add a note for the signatories in the Comment field. This will be included in the email request for their signature.
- Start the signature process by clicking on Send offer.
Neither the email request nor the comment will be stored under the Messages tab in the candidate profile.
To learn more about creating, editing and managing employment offers in Personio, read this Help Center article.
Signing the Contract Digitally
Once you have clicked on Send offer, the process of requesting signatures from the various parties is launched. The offer status in the candidate profile changes from Created to Pending. You can check View offer to see where the process is at and whether any signatures are still outstanding.
For more information about obtaining electronic signatures from all parties, read this Help Center article.
The employee who requests a signature will not be notified about its status unless they are also a signatory.
Employees with the corresponding access rights will be able to check the status of a signature through the Offer tab in the candidate profile.
However, only admins will be able to check the status of all open signatures through both the Automations area and the Signatures Overview page.