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Overview of Qualified electronic signatures

This article explains qualified electronic signatures (QES) in Personio, when to use one, and how identity verification works.

A qualified electronic signature is the highest level of electronic signature under EU law. It's the only type that equals a handwritten signature in the EU according to the eIDAS regulation. Personio offers qualified electronic signatures through DocuSign as a paid add-on, available only on the Core Pro plan.

Before you start

To sign a document with a qualified electronic signature, all signers need to complete an identity verification step. You can either provide a government-issued ID and record a short video, or use the Docusign Identity Wallet with the verified identity stored in it.

The signer's legal first and last name in their Personio or applicant profile must match their government-issued ID exactly.

When to use a qualified signature

Whether you need a qualified signature depends on the document type and the laws applicable to the document in question. Consult with your legal counsel to review your specific situation. We recommend creating a document type to signature type matrix for employees in your country. See legal validity of electronic signatures for more general information on signature types.

Request a qualified signature

You can request a qualified signature the same way you request any other signature in Personio. When you request electronic signatures on employee documents or create an offer with a contract (available shortly), choose Qualified as the signature type when you send the request.

Note:
When requesting someone's signature, their legal first and last name in their Personio or applicant profile must match their government-issued ID exactly. For example, don't include titles like "Dr." If the names don't match, identity verification fails.

Verify your identity to sign

Qualified signatures require an extra identity verification step.

To verify your identity and sign:

  1. Log in to Personio and open your Inbox. Find and select the signature request task.
  2. Click Continue. The signature environment opens in a new tab. If the new tab doesn't open automatically, click "Sign document."
  3. Review the document. Click where it says to sign, or drag and drop the signature field from the left onto the document.
  4. If it's your first time using DocuSign, you need to adopt a signature. You can select a signature style, draw your own, or upload one. Click Adopt and Sign.
  5. At the top, click Finish.
  6. If your email is already registered with a Docusign Identity Wallet, you see the option to use it. Choose "Use Identity Wallet," unlock it with your passkey, then go to step 7.
  7. If no Identity Wallet is registered for your email or you choose not to use it, you go through an identity verification flow. Make sure you have a stable and strong internet connection and are in a well-lit environment. Get your ID ready.
  8. Enter your phone number to receive a link for the identity verification.
  9. On your phone, click the link in the text message from Docusign.
  10. Select the document you want to use. Follow the instructions closely to present your ID, record the selfie video and complete the challenges.
  11. Wait for the verification result. You typically receive verification results within a few minutes.
  12. Once verification succeeds, you can create a Docusign Identity Wallet for future use of the verified identity, or continue without one.
  13. Return to the document and click Finish.
  14. Enter the code you received on your phone, agree to the terms and conditions.
  15. Click Sign.

Accepted ID types: EU national ID cards, EU residence permits, EU refugee travel documents, and most international passports. Personio doesn't accept UK driving licences or Romanian national ID cards issued before 2021. You can find a complete list of all accepted ID documents for all countries worldwide here.

Use the Docusign Identity Wallet

If you sign qualified documents regularly, the Docusign Identity Wallet saves you significant time. You can use your stored, verified identity after you create it with Docusign and successfully verify your identity. Use it by unlocking it with your passkey on future signature requests instead of repeating the full verification process.

The Docusign Identity Wallet connects to your exact email address and stays valid for 3 years. After that, you need to verify your identity again. You can see and manage your Identity Wallet in the Docusign account you set up when you created the Identity Wallet.

If verification fails

The charge for qualified signatures covers the identity verification process. It applies regardless of the outcome.

After a failed attempt, the signature request becomes locked. Personio notifies the requester about the failed attempt and its reasons via a task in their Personio inbox. From there, they can also resend the request so the signer can try verifying their identity again.

Pricing and billing

Qualified electronic signatures cost €6 per signer and per document. Personio tallies up your usage and sends a monthly invoice with the costs from the previous month.

To learn more about qualified electronic signatures, refer to the following resources:

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