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Monitor and manage signature requests

This article explains how to review and manage your organization's electronic signature requests.

Before you start

Check the status of active signature requests

As an Administrator

Administrators can check the status of all your organization's active signature requests by following these steps:

  1. Go to Automations > Overview.
  2. Find the Active signatures widget. 
  3. Click one of the four statuses to review the related documents and information.

Signature requests expire after 30 days. Expired signature requests do not appear in the widget. For an overview of your organization's signature request history, click View all signatures.

Tip:
Notify the relevant employees when a signature's status changes to Expired. Set this up by creating a workflow using the "An employee's document signature status is updated" trigger. 

As an Employee

Employees with permissions can check the status of a signature request in the Employee Profile by following these steps: 

  1. Go to the relevant Employee Profile > Documents.
  2. Find the document in the list and hover over the status in the Signature column.
  3. You'll see the requested signer(s) and the expiration date of the request.
    • If multiple people need to sign, a status appears for each person. They receive the request one by one in the listed order, and only after the person before them has submitted their signature. 
  4. See how to send a reminder for a signature request in the section below, or Sign a document with an electronic signature for more info on the signing process.

The employee who requests a signature will not be notified about its status unless they are also a signatory. You can create a custom workflow using the "Signature status is updated" trigger to notify employees about changes in a document's signature status. 

Review all signature requests

Administrators can review all your organization's signature requests by following these steps:

  1. Go to Automations > Overview.
  2. Find the Active signatures widget, then click View all signatures.
  3. Use the filter to refine the list by sender or status.

Note:
To view signature requests initiated before the period of July 24th 2025 to October 7th 2025, click the dropdown menu to the left of the filter option and select Signaturit. If you don't see the request, try the other dropdown selection, as the timeframe may vary by account. 

Send a signature request reminder

When initially requesting a document signature, users can choose to send automated signature reminders. 

As an Administrator

To send a reminder for a signature request as an Admin, follow these steps:

  1. Go to Automations > Overview.
  2. Find the Active signatures widget, then click View all signatures.
  3. Use the filter to refine the list by sender or status. Select the Pending status to see all documents that can have a reminder sent.
  4. Select the checkbox next to each document that requires a signature reminder.
  5. Click Actions > Send a reminder to sign.

The selected employee(s) will receive an email reminder, which includes a direct link to the document and e-signature tool. 

As an Employee

Employees with permissions can send a signature reminder to the signee(s) by following these steps:

  1. Open the relevant Employee Profile and click Documents.
  2. Select the document category, then find the document in the list. 
  3. Hover over the document name, and click the Send reminder icon that appears to the right. 

Check the expiration of a signature request

As an Administrator

To check the expiration of a signature request, follow these steps:

  1. Go to Automations > Overview.
  2. Find the Active signatures widget, then click View all signatures.
  3. Use the filter to refine the list by sender or status. Select the Pending status to see all documents that are still active.
  4. Find the Expiration date column to see when the request expires.

As an Employee

  1. Go to the relevant Employee Profile > Documents.
  2. Find the document in the list and hover over the status in the Signature column.
  3. You'll see the requested signer(s) and the expiration date of the request.
    • If multiple people need to sign, a status appears for each person. They receive the request one by one in the listed order, and only after the person before them has submitted their signature. 

Check for expired signature requests

To check which signature requests have expired, follow these steps:

  1. Go to Automations > Overview.
  2. Find the Active signatures widget, then click View all signatures.
  3. Use the filter to refine the list by sender or status. Select the Expired status to see all requests that have expired.
  4. Click the document for more information, and go to the employee profile to send a new electronic signature request. 

Cancel a signature request

To cancel a signature request for a document, you have to delete the document, which permanently removes it from Personio. Follow these steps:

  1. Open the relevant Employee Profile and click Documents.
  2. Select the document category, then find the document in the list.
    • Optionally, save the document before removing it from Personio by clicking the Three dots icon > Download.
  3. Click the Three dots icon > Delete. 
  4. Confirm the document deletion.

This permanently deletes the document from Personio, and cancels the signature request. The Signatures Overview page shows the status of the request as Canceled.

Download a signed document

To download a signed document, follow these steps:

  1. Go to Automations > Overview.
  2. In the Active signatures widget, click View all signatures.
  3. Use the filter to refine the list by sender or status. Select the Signed status to see all completed documents.
  4. Click a document name to preview it. 
  5. Click Download.

Your browser downloads the document as a PDF.

Download a certificate of completion

To download a certificate of completion for a signed document, follow these steps:

  1. Go to Automations > Overview.
  2. In the Active signatures widget, click View all signatures.
  3. Use the filter to refine the list by sender or status. Select the Signed status to see all completed documents.
  4. Select the checkbox next to each document you want to download.
  5. In the Actions column, click Download audit trail.

Your browser downloads the certificate as a PDF.

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