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The HR Forum

E signature new starter documents

Hi Everyone,

I'm looking for some assistance to try and reduce the amount of paperwork in my department! We are paper based for everything at the moment and use a very poor HR system that doesn't assist me in any way!

 

I am wanting to put together a proposal to my Director to get a decent HR system in place and am wondering if there is one that links to e signature software for sending out contracts and all other new starter documents.

Who sends out new starter forms currently electronically and how have you found this?

 

I work in hospitality where a new starter can come and have left again by the time i have had my 3 day weekend so would never have attended the company induction - but naturally i still need them to complete forms so i can pay them and have a record of them!

 

Thanks in advance for your assistance

 

Emmeline

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Replies

  • Hi Emmeline,

    My company use a system called PeopleHR and the function for e-signing documents is great. You can upload any type of document such as job description, compliance policies, GDPR notices and H&S documents. You can select which documents need e-signing and also run reports to check which documnets are still un-signed.

    You can also create a new starter task list that can be ticked off by the relevant manager responsible.

    Would defintely recommend People HR for this function.

    Jacqui

  • Hi, 

    I am also looking to do this for my company, would be great to touch base to see if we could share ideas? I have been looking at Doc U Sign but my 30 day free trial is up and didn't get much of a chance to look into it! 

    Thanks

    Sophie

     

  • Hi Emmeline, 

    I have been working with our IT department on a very similar project. We have just introduced a system called SignNow which I have found to be very user friendly. We now send out all our new starter documents through this system. We have all our standard templates set up and then and person specific is uploaded each time. The applicants can then fill these out online at there own convinence. Once they have completed the documents the forms are sent back to you in PDF format and saved onto the colleagues personal file. 

    We have found it to be really effective and significantly reduced our paperbased records. 

    Let me know if you want any more details on this. 

    Thanks 

    Lorna 

  • Hi Emmeline,

    We use Atlas by Citation, its really easy to use and all documents can be stored and sent using the system, which is both compatiable for PC and mobile alike.  Each employee has their own log on just to access their own documents and their Line Manager can also see them.  To use the sending of document procedure you just upload and then click distribute, from there you can say whether the employee needs to sign the document or its just for review.  I like to send out documents out with the signature function in order that a record is mantained.

    If you would like more information let me know

    Jen

  • Hi Emmeline

    We have just got a contract with Docusign, you can build templates which are then emailed to new starters to electronically sign which seems to be working well. I send out the personnel form, bank details form, contract and all our policies. I then store these on our document management solution called MStore which holds all personnel paperwork with a file for each employee. It takes two clicks to do! If you'd like to know more about Mstore I can ask one of the team here to get in contact if you'd like?

    Thanks, Stephanie

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