Frequently Asked Questions on Electronic Signatures

 

In this article, you will find answers to questions that are most commonly asked about electronic signatures. 

Who Can Request Electronic Signatures? 
To request e-signatures for documents, the requesting employee must have the necessary access rights.
You can allocate these for Employee documents via the Employee roles. At minimum, viewing rights for the Public profile and editing rights for the corresponding Document category within Documents are required. 
You can define which access rights are required to request e-signatures during the offer process by using the Recruiting roles: At minimum, viewing rights for Applications and editing rights for Offers are required. 
Can I use e-signatures in existing document templates? 
That is only possible with employee documents that are signed by only one person (the employee) and therefore do not require a signature placeholder. See this article for more information about the process.
It does not work for documents that require several electronic signatures (such as employment contracts in recruiting). You will need to edit your existing templates in a word processing software and insert signature placeholders. Then you will need to upload the template into Personio again.
More information on how to create document templates with signature placeholders can be found here
What documents can I use electronic signatures for? 
Technically, electronic signatures can be used for all documents in Personio (e.g. employment contracts, supplementary agreements, declarations of consent, etc.) See these articles to learn more about using e-signatures for employee documents and e-signatures in the offer process.
If you have any questions regarding the legal security and effect of electronic signatures, please contact a lawyer or legal advisor of your choice.
Personio merely provides the technical prerequisites and the tool for using e-signatures and assumes no liability.
Who can I select as a signatory? 
Employees who need to sign employee documents must have a status of Active or Onboarding so that they can be selected as signatories. There also has to be a valid email address stored for them in their employee profile. It is not possible to request e-signatures from inactive employees.
In the recruiting area, you have the option to request digital signatures from candidates (and involved employees) for documents such as contract offers. Make sure that candidates' email addresses are stored correctly in their candidate profiles. See this article for more details on using e-signatures in the offer process.
How Can I Change the Order of the Signatories? 
You can change the order in which the signatories have to sign the document by adjusting the respective settings. Go to Settings > Documents and select the template you prefer. It should contain signature placeholders for at least two different signatories. Click on Who will sign it first? to change the order of the signatories using drag & drop. 
What should I do if a signatory does not receive the email with the electronic signature request?
First, check whether the email address that is stored in the employee's or candidate's profile is correct. Employees have to be in Active or Onboarding status. Ask the signatory to check the spam folder in their email account, or to see if their inbox could possibly be full.
If you were able to identify the reason the email failed to reach its recipient, correct the issue and send the request again by clicking the button Request again that will appear once the previous e-signature request has expired. If the problem persists, please contact our Service Team. 
Can I influence the size of the signature?
When an employee document needs to be signed by only one person and doesn't have a signature placeholder in the template, the signer can make the signature box bigger. That way, the size of the final signature can be changed.
With documents involving several signature placeholders, this is unfortunately not possible. 
What types of electronic signatures does Personio offer?
For the facilitation of e-signatures, we work together with the Spanish company SignatureIT. The signature type offered is the advanced e-signature. See this article for information on legal validity.
To what extent are e-signatures legally binding?
Whether and for which documents electronic signatures are legally binding depends on the laws of your country. See this article for further information. 
If you have any questions regarding the legal security and effect of electronic signatures, please contact a lawyer or legal advisor of your choice.
Personio merely provides the technical prerequisites and the tool for the use of e-signatures and assumes no liability. 
How do I know if my monthly contingent of e-signatures has been used up?
The e-signatures widget on the dashboard and the overview page for e-signatures show an overview of how many digital signatures your monthly plan provides for and how many you have already used. 
Once you have used 70% of your available e-signatures, a note appears on your dashboard showing the number of e-signatures remaining for your account. Read this article to learn how many digital signatures your plan provides for and how you can adjust your contingent. Please don't hesitate to contact our Growth Team directly if you have any questions.

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