This article explains how to sign a document with a qualified electronic signature and how to verify your identity. This signature type is only available to customers who have the qualified signatures app enabled. To access this app, see the Overview of qualified electronic signatures. Or, compare the signature types Personio offers and their legal validity.

Before you start

To sign a document with a qualified electronic signature, all signers need to complete an identity verification step. Before you begin identity verification, ensure the following:

• Legal name match: Your legal first and last name listed in Personio or your applicant profile must match your government-issued ID exactly. This is the most common reason verification fails. If your name doesn’t match, verification fails and you can’t sign. Contact your Personio Administrator if you need to update your name. See the Docusign support center for more info.
• Valid government ID: Check that your identification document is current and appears on Docusign's list of accepted ID documents.
• Mobile phone: You need a mobile phone to receive a verification link by text message and capture verification videos.
• Docusign Identity Wallet (Optional): If you set up an Identity Wallet, have your passkey or login credentials ready. 

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

Ways to verify your identity for a qualified electronic signature

To complete a qualified electronic signature, sign the document as usual. Once you add your signature, the system prompts you to verify your identity. You can use one of the following methods:

• Docusign Identity Wallet (recommended for frequent signers): After you verify your identity once, you can save your details to a Docusign Identity Wallet that's linked to your email address. Next time you need to use a qualified signature, unlock the wallet with a passkey instead of repeating the standard verification process. Your saved verification stays valid for three years. After that, you need to verify again.
   
• Standard verification (without an Identity Wallet): If you sign occasionally, or you're using a qualified signature for the first time, use this method. At the time of signing, you need to photograph your ID, complete live interactive prompts, and record a short selfie video. 

Verify your identity with a Docusign Identity Wallet

If you’ve already registered your email with a Docusign Identity Wallet, you see the option to use it for identity verification. Follow these steps to sign a document and verify your identity with an Identity Wallet:

1. Open the signature request through your Personio Inbox or the email from Docusign.
2. Review the document and sign it as usual.
3. Click Finish.
4. Click Use Identity Wallet.
5. Sign in with your passkey.
6. Review your Identity Wallet to make sure the information is correct, then click Next.
7. Once verification succeeds, return to the document and click Finish.
8. Enter the code you received on your mobile phone.
9. Agree to the terms and conditions.
10. Click Sign.

Verify your identity without an Identity Wallet

If no Identity Wallet is registered for your email, or you choose not to use one, you need to complete an identity verification process. Make sure you have a strong internet connection and are in a well-lit environment. Get your ID ready, then follow the steps below:

1. Open the signature request through your Personio Inbox or the email from Docusign.
2. Review the document and sign it as usual.
3. Click Finish.
4. The identity verification window opens. Click Next. 
5. Select your country code, enter your mobile phone number, and click Next.
6. On your mobile phone, open the text message from Docusign and click the link.
7. Using one of the accepted documents, follow the instructions to photograph your ID, perform the interactive prompts, and capture a selfie video.
8. Wait for the verification result. You typically receive verification results within a few minutes.
9. Once verification succeeds, you can choose to create a Docusign Identity Wallet to use the verified identity in the future or continue without one.
10. Return to the document and click Finish.
11. Enter the code you received on your mobile phone. 
12. Agree to the terms and conditions.
13. Click Sign.

Failed qualified signature identity verification

If your identity verification attempt fails, the system locks the signature request. Personio automatically notifies the requester in their Inbox, along with the reason for failure. The requester needs to review your details and resend the signature request before you can try verifying your identity again.

Qualified signature charges cover the cost of identity verification. Personio applies this charge for every verification attempt, regardless of if it succeeds or fails. 

Review the common reasons verification attempts fail and how to fix them.