Signing documents

PeopleTeam can collect an electronic signature on any document filed on someone's profile. No other app is involved.

Which documents need a signature

Each template has a Signing setting (set when you create the template, or in its details):

• No signature: for handbooks and policies. People acknowledge these instead.
• Employee signs: the employee signs and that is all.
• Employee, then employer countersigns: for contracts. HR or an owner signs second.

When you ask for a signature on a document built from a template, the template's setting is chosen for you. You can change it for that one request.

Asking for a signature

1. Open the person's profile and go to Documents.
2. Choose Request signature on the document.
3. Pick who signs, and the employer signer if there is a countersignature, then send.

The employee gets an email and a notification. Only HR or owners can send, remind or cancel a request.

Signing

The signer opens the document, reads it in the same layout as the original Word file, ticks the consent box, types their full name and presses Sign. The employer signer sees the employee's signature first.

What is recorded

For each signature: the name, who was logged in, the date and time, the IP address and device, the exact wording they agreed to, and a fingerprint of the file. The record is sealed so any later change can be detected. When everyone has signed, a one-page certificate is available to download.

Checking a signed document

Anyone with the verification code from the certificate can open the Verify page, choose the file and see whether it is still exactly the document that was signed.

Good to know

• The wording is drafted for Australian electronic signing (Electronic Transactions Act 1999 (Cth) and State and Territory equivalents). Have your lawyer review it before you rely on it.
• Deeds and documents that need a witness are not covered.
• Changing a document after it has been sent for signing means cancelling the request and sending a new one.