Accelerating contractualization with new employees and day-to-day administrative management is a key challenge for the Human Resources function. Find out how the online signature of HR documents can simplify processes.
A company's legal compliance depends closely on the signing of HR documents and employment contracts, both by employees and by management. For HR departments this is a great challenge, and the geographical distance between signatories lengthens deadlines and makes the whole process more time-consuming. In this context, e-signature, which has the advantage of eliminating distances, simplifies and secures the entire documentary process. A key step in the digitalization of HR companies.
Before sending a document for signature, the HR department must ensure its accuracy and compliance. To do this, it can contact the legal department, management or even the company's lawyers. There can then be a lot of back and forth which can delay the final signature. By dematerializing this step, the Human Resources Department limits the time spent on the approval of documents. In case of reservation, the comments of the reviewers are centralized and allow the HR manager to make the necessary changes. The document is only sent for signature once approved by everyone, which secures the entire process.
Once the paper documents have been sent for signature, the HR team must monitor their progress: signatures in progress, completed, expired... It must ensure that each document has been signed by all signatories in order to then be able to contact the latecomers again if necessary. Digital technology then makes it possible to centralize the monitoring of signatures in the same place. Every manager can visualize the progress of the signatures they initiated in their dashboard. They can then send reminders in case of delay or suspend those that require it in a few clicks.
An absence or delay in signing a document can call its regulatory compliance into question. HR must therefore do everything possible to increase their signature rate. Depending on the number of documents and signatories, reminders for latecomers can be very time-consuming for the HR department. Automating them saves precious time every month. The reminders start at the scheduled date and time, without human intervention. HR managers therefore gain peace of mind and can focus on more strategic missions for the company.
To secure the contractual relationship with its employees, the company needs to have a reliable and secure signature solution. This is particularly essential in limiting the risk of requalifying a temporary employment contract into a permanent one. In the face of this issue, the electronic signature, which has the same legal value as the handwritten one, provides important guarantees. It certifies that the document has not been altered since it was signed and that the person who signed it is the right person. Two decisive elements that feed into the file of evidence to be produced in the event of a dispute. By allowing the approval of documents remotely, e-signatures increase the conversion rate: a greater number of documents come back signed, which limits the risk associated with the absence of a signature.
Signing employment contracts and other HR documents often involves either a trip by the employee or being sent by post or email (with printing and scanning). Whichever option is chosen, time limits can be significant. By opting for a solution for e-signing HR documents, the company allows all signatories to approve the document remotely, from any device (smartphone, tablet, computer). All the documents necessary for the smooth running of the company are signed instantly. Delays are reduced from several days to a few hours or even minutes.
