Jotform’s electronic signature for human resources is an e-signature solution for creating e-signable HR documents and collecting employee signatures on any device. Use it to automate remote or in-person hiring, onboarding, and offboarding so you can move approvals and paperwork faster. Create, send, and collect signed documents in one organized workflow with Jotform Sign.
Jotform Sign Mobile is the simplest way to sign, send, and track documents from your phone.
Templates
Not sure where to start? Choose a ready-made template to start collecting signatures in minutes.
Benefits
Make documents for your HR hiring process, performance evaluations, sensitive agreements, and so much more. Collect e-signatures with no messy paperwork.
Collaborate with other members of your HR department. Add multiple signers, set up custom signing orders, and track your department’s signing process with ease.
Let employees sign your documents seamlessly no matter where they are. Whether they’re on their tablet, computer, or smartphone, Jotform Sign is compatible with all devices.
Employee safety is your top priority, so use a platform that keeps their information secure. Jotform Sign protects data with industry-leading security features and compliance levels.
Power up your HR department with these commonly used Jotform Sign use cases.
Speed up your hiring process with e-signatures. Instead of having potential employees print and sign documents by hand, they can e-sign documents on any device.
Automate your onboarding process by sending the necessary documents to new hires automatically — including employee contracts, agreements, waivers, and more.
Track and manage employee information in an all-in-one online platform. Create a secure online database that you and your team can easily access.
Make your company’s offboarding process as smooth as possible. Send offboarding documents to outgoing employees so they can sign them fast and leave with a good impression of your company.
Disclaimer: The information provided in this guide is for general informational purposes only and is not intended to constitute legal advice. While we strive to keep the information accurate and up-to-date, laws and regulations vary by jurisdiction and can change frequently. Should you have specific legal questions about any of the information on this site, you should consult with a licensed attorney in your area.
E-signatures in human resources
The human resources (HR) department is the lifeblood of most organizations. The team members in the department wear many hats and juggle various responsibilities, including managing employees, administering benefits, resolving conflicts, and creating and maintaining a safe and inclusive workplace environment. From recruitment to retirement, human resources handles the majority of onboarding, hiring, and training processes, which means it needs workflows that are well-organized, efficient, and secure.
One way to make this possible — especially with remote candidates and employees — is through electronic signature, or e-signature, software.
Since all company employees need to interact with the department in some capacity, human resources sends and receives a lot of forms. For new employees, those can include job applications, tax documents, training materials, onboarding packages, employee handbooks, and offer letters, to name a few. Then, as employees get situated, even more forms come into play, like letters of intent for promotion, annual reviews, self-evaluations, timesheets, and time off request or leave of absence forms.
Without digital solutions, keeping this amount of paperwork organized is nearly impossible. You risk misplacing or outright losing important paperwork, which can mean costly and time-consuming recovery efforts, threaten compliance, and pose a serious security risk if it gets into the wrong hands.
Fortunately, the benefits of e-signatures in human resources are seemingly endless and combat many of these potential issues. Here’s what you can do when you have the ability to electronically sign and share online forms with prospective and current employees:
Using e-signature software like Jotform Sign, you can automate many human resources processes (whether your employees work remotely or in person) with one fully customizable, powerful solution. Build e-signature templates from scratch or choose from their library of premade ones — like employee equipment agreement, release of information, or employment verification letter templates — and customize them to match your company’s colors, messaging, and overall brand.
Once you’ve personalized your online HR forms, you can embed them on your company website for convenient employee accessibility or send them via email to job candidates so they can complete and sign them. With Jotform Sign, sending and receiving e-signatures in human resources is a painless process.
Best of all, although you can use Jotform Sign as a standalone product, it also integrates with online form builder Jotform’s suite of tools — like Jotform Approvals and Jotform Tables — to optimize your existing HR processes.
For example, imagine you’re in the process of onboarding a new employee. Although you’ve already received some of their paperwork during the hiring process — like their application form, offer letter, and tax documents — you’d also like to expedite the onboarding proceedings.
Using Jotform and Jotform Sign, you can create and send your new hire the rest of their onboarding and employee information paperwork (e.g., employee emergency contact forms, medical employment information forms, etc.) for them to sign and complete, as well as some preliminary training materials to get ready for the big day.
Then, once your HR team has received all their signed documents, you can store them and pass along necessary paperwork to their new managers or department heads in an automated workflow. You can even keep track of your new employees using an employee onboarding template, complete with column headers like “Task” and “Assignee” to figure out where they need to go each day for training and who they’ll report to.
As you can see, using e-signatures in human resources delivers a variety of benefits. Replacing traditional, pen-on-paper signatures and printed documents with e-signatures is more cost and time effective, environmentally friendly, and secure. Most importantly, it gives your HR team the opportunity to communicate with both prospective and existing employees in more personalized, engaging ways to boost the overall employee experience.
