This article explains the qualified electronic signatures app in Personio, when to use qualified signatures, and the identity verification requirements.
A qualified electronic signature is the highest level of electronic signature under EU law. It's the only type that’s equivalent to a handwritten wet ink signature in the EU according to the eIDAS regulation.
Access qualified signatures
- Subscription: To add the paid qualified signatures app to your account, your organization must have a Core Pro plan.
- Permissions: You need permissions to upgrade your plans and apps to enable qualified signatures for your organization. Any user with permissions to request signatures can also request qualified electronic signatures once you activate the app.
When to use a qualified electronic signature
The requirements for using a qualified electronic signature vary based on local laws and document types. Consult your legal counsel to review your specific situation and identify which documents require qualified signatures.
We recommend creating a matrix that maps each employee document type to the required signature level across all locations where you operate.
See a summary of the legal validity of electronic signatures for more info about signature types.
Activate qualified electronic signatures
To add the qualified electronic signatures app to your subscription, follow these steps:
- Go to Settings.
- In Account & support, click Subscription & billing.
- Click Add apps.
- Select the box next to Qualified electronic signatures.
- Review your selection, then Continue to summary.
- Accept the terms and conditions and click Upgrade.
A confirmation of your subscription upgrade appears.
Verify your identity for qualified electronic signatures
To complete a qualified electronic signature request, you need to verify your identity. To do this, you can choose to:
- Follow the standard verification process
- Use a Docusign Identity Wallet
Read more about each verification method and how to use them.
Signers and requesters should review the identity verification requirements to help prevent failed verification attempts.
Request a qualified electronic signature
You can request a qualified signature the same way you request any signature in Personio. Choose Qualified as the signature type before sending.
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.
Pricing and billing
Personio charges your account per signer, per document, for every identity verification attempt. This charge covers the identity verification process and applies to every attempt, regardless of if it succeeds or fails.
Personio tallies your organization’s usage and sends a monthly invoice for the previous month’s activity.
Note:
To avoid a failed verification attempt and its associated charge, check the verification requirements and how to troubleshoot identity verification failures before requesting a qualified electronic signature.
More information
To learn more about qualified electronic signatures, refer to the following resources: