To request signatures for documents, the requesting employee must have two permissions:

• Viewing rights for the Public profile
• Editing rights for the corresponding document category

You can define which permissions are required during the offer process by using the Recruiting roles. At minimum, viewing rights for Applications and editing rights for Offers are required.

You can use electronic signatures for documents stored in Personio that are in one of these supported formats: PDF, DOCX, DOC, TXT, CSV, HTML, DOTX, OTT, RTF, ODT, OTM.

For more details on using signatures with employee documents, see Signatures for employee documents. For information about the offer process, see Signatures in the offer process.

Hinweis:
If you have questions about the legal security and effect of electronic signatures, contact a lawyer or legal advisor. Personio provides the technical prerequisites and tool for signatures. Personio assumes no liability for their use.

Employees who need to sign employee documents must have one of these statuses: Active, Onboarding, or On Leave. They must also have a valid email address in their employee profile. You cannot request signatures from inactive employees.

In the recruiting area, you have the option to request digital signatures from applicants and involved employees for documents such as contract offers. Make sure the candidates' email addresses are correct in their candidate profiles. See Signatures in the offer process for more details.

Personio works with DocuSign to provide three types of electronic signatures: simple, advanced, and qualified. For more information about the legal validity of each type, see Legal validity of electronic signatures.

The eIDAS regulation governs electronic signatures in the EU. It defines three types of electronic signatures, each with different compliance requirements. Which signature type you should use depends on the laws of your country.

See Legal validity of electronic signatures for more information.

Personio provides the tooling for electronic signatures. Personio assumes no liability for how it's used. Customers should consult their legal counsel for advice that fits their specific circumstances.

Qualified electronic signatures are a paid add-on available on the Core Pro plan. Personio charges €6 per signer and per document for each signer's identity verification attempt, regardless of the outcome. The system invoices usage monthly in arrears.

See Qualified electronic signatures for more information.

Personio charges for qualified signatures to cover the identity verification process. This charge applies regardless of the outcome.

After a failed attempt, the system locks the envelope. The requester receives a notification about the failed attempt and its reasons through a task in their Personio inbox. From there, they can resend the request so the signer can try to verify their identity again.

If your e-signature usage is limited, you can see how many digital signatures your monthly plan includes and how many you've already used. You can find this information on the Signatures Overview page, accessible through the Automations area.