Electronic signatures

OnSinch streamlines your administrative tasks and enables quick, easy digital document signing.

With Onsinch electronic signature features, you can send employment contracts or any other document to your staff members directly from the system to be digitally signed, sealed and stored.

How does it work ? 

1. Prepare the document - upload the document to the system and prepare it.
2. Check notifications - make sure you turned ON emails related to contracts.
3. Select staff member - find the person you want to send the contract to.
4. Select document - select the contract that should be sent for e-signature and send.
5. Staff signs - staff is notified and can review, sign the document digitally.
6. Document is saved and stored - both in the admin part and staff member account. 

How to setup this feature? 

Let's take a look at the details for setup step by step.

Preparing the document  

1. Go to Setting → Staff →  Contract types to add a contract or document type.

2.    Name the document and add description or time validity if needed. 

3.    In contract template select type ''document'' and upload PDF file. 

4.    Document will be uploaded and content selection will appear.

5. Drag & drop content particles to the document page and position them

• • Placeholders - fields that will be replaced by real data from staff profile when generating a contract for a specific person. 
  • Signature date -  will be replaced by real signature date when staff member signs the document.
  • Image - use an image to upload your company stamp and signature to appear in the signing part. A simple scan on white paper is sufficient.
  • Signature - add this particle to the space where you want the staff signature to appear.

 
6.   Select GDPR fields that should stay in the system archived in case the staff member profile is deleted and save the contract.

Check notifications related to e-signatures 

Go to Settings → Notification settings → Staff member tab → Document signature part to doublecheck you have these emails turned ON and change the text of the emails if needed.

Admins can be also notified when the document is signed - check the Admin tab for this here too.

Sending contract to staff member 

Once your contract is ready you can send it to the staff member. Go to the profile of the chosen staff member and click on +add contract in the basic tab. 

Select the contract template, verify the placeholders, and click on preview. Here you can check for the last time if the contract you are about to send is fine and hit the button save and send for e-signature.

The contract is now saved and pending staff signature and its status is inactive. Staff member receives an email with a request to sign the document. 

Sending contract to more staff members in bulk 

If you need to send the same contract to more staff members at once and they all have the same validity dates, you can do this action in bulk from the staff list.

Go to Staff → Staff list and select the staff members you want to send the contract to. On the bottom panel choose Multiple edit → Add contract. 

The following process is the same as with sending a contract to individual staff member - OnSinch will automatically fill the placeholders and send email to all staff members.

How staff members sign the document? 

• Staff member clicks on the link in the email and is required to enter OnSinch credentials to ensure the correct person is trying to access the document. The link for signature does not have an expiry date - it is available unless admin removes the sent contract.
• Staff review the document and click ''sign'' at the very end of the document. A window for signature will appear.

Signed documents archive & access

The signed document is saved in the system and is available for both sides and accessible all the time.

• Staff - see all documents regarding them in their profile in OnSinch > Contracts tab and can download the PDF from here. If set, staff can also receive an email with a signed document as an attachment.
• Admin - all documents are stored in Staff > Contracts and in the profile of an individual staff member.

Document certificate 

The signed document is also authorized with an OnSinch qualified digital signature, which guarantees the authenticity of the document generated and processed by the OnSinch application.

This means we ensure the document is sent from the system to the selected user, who logged in with valid credentials (email and password), and that the user has confirmed the document exactly as it was presented. The final version of the document is saved in the system for both parties involved in the contract.

The information is shown on the contract detail page:

---

Making changes to contracts 

• Changes to signed contracts

Staff agreed to the document in the version that was presented to him by the app when signing it. Making any changes later to such contract in the staff profile (e.g. amending start and end date) will cause a removal of the digital signature from the system. The PDF document will remain unchanged, but the digital stamp in the system will not. This is because you are making changes to something that was confirmed by the other party in a different version.

• Changes to contracts pending signature

If you amend a contract that is pending signature in the staff profile, it will not be possible to sign. To correct the contract, first remove it from the staff profile and then send it again with the correct setup.

---