HR & Employee Onboarding

SignNXT helps HR teams streamline employee onboarding, contract management, and policy acknowledgments. Send unlimited documents to unlimited employees with transparent pricing and complete audit trails.

Common HR Use Cases

SignNXT is perfect for these HR workflows:

Workflow 1: Single Employee Onboarding

Scenario: You're hiring one new employee and need them to sign multiple documents.

Step 1: Create an HR Folder

Organize your HR documents in a dedicated folder:

1. Go to your workspace
2. Create a shared folder called "HR Documents" (Admin/Owner only)
3. Add HR team members with appropriate access:
   • Edit access - HR managers who send documents
   • View access - HR coordinators who track status

Step 2: Send Individual Documents

For a single new hire, send documents one at a time:

1. Click New Document
2. Upload the employment contract PDF
3. Add the employee as a signer (name and email)
4. Place signature, date, and text fields
5. Add a personal message: "Welcome to the team! Please review and sign your employment contract."
6. Set reminders (Professional plan) - e.g., every 3 days
7. Set expiry date (Professional plan) - e.g., 7 days
8. Send for signature

Repeat for each document:

• Employment contract
• Tax forms
• Direct deposit form
• Policy acknowledgment
• Confidentiality agreement

Step 3: Track Progress

Monitor signing progress in real time:

1. Go to Sent Items folder
2. View document status (Pending, Completed)
3. See which documents the employee has signed
4. Check timestamps for each signature
5. Download completed documents

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Workflow 2: Bulk Onboarding with Campaigns

Scenario: You're onboarding 10-100 new employees and need them all to sign the same documents.

Step 1: Prepare Your Employee List

Create a CSV file with employee information:

employee_name,employee_email,position,start_date,salary,department
John Smith,john.smith@company.com,Software Engineer,15 Jan 2025,75000,Engineering
Jane Doe,jane.doe@company.com,Marketing Manager,20 Jan 2025,65000,Marketing
Mike Johnson,mike.johnson@company.com,Sales Rep,22 Jan 2025,55000,Sales

Required columns:

• employee_name - Full name
• employee_email - Email address

Optional columns (for merge fields):

• position - Job title
• start_date - Employment start date
• salary - Annual salary
• department - Department name
• Any other personalized data

Step 2: Create a Campaign

1. Go to Campaigns page
2. Click New Campaign
3. Upload your employment contract PDF
4. Upload your CSV file
5. Map CSV columns to signers:
   • Column: employee_name → Signer Name
   • Column: employee_email → Signer Email

Step 3: Add Merge Fields (Optional)

Personalize each contract with employee-specific data:

1. Place merge fields on the PDF:
   • Merge Text - For position, department
   • Merge Date - For start_date
   • Merge Number - For salary
2. Map CSV columns to merge fields:
   • position → Position field
   • start_date → Start Date field
   • salary → Salary field
   • department → Department field

Step 4: Configure Campaign Settings

1. Set reminder frequency - e.g., every 3 days
2. Set expiry date - e.g., 14 days
3. Enable Certificate of Completion generation
4. Add a personal message: "Welcome to [Company]! Please review and sign your employment contract."

Step 5: Send Campaign

1. Preview the first document to verify merge fields
2. Click Send Campaign
3. SignNXT sends personalized contracts to all employees
4. Track progress on the campaign dashboard

Step 6: Monitor Campaign Progress

View campaign statistics:

• Total sent - Number of contracts sent
• Completed - Employees who signed
• Pending - Employees who haven't signed yet
• Declined - Employees who declined (rare)
• Expired - Contracts past expiry date

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Workflow 3: Multi-Signer Approval Process

Scenario: Employment contracts require signatures from the employee, HR manager, and department head.

Using Sequential Signing

Set up an approval workflow with signing order:

1. Create a Template (Professional plan)
2. Define roles:
   • Role 1: Employee
   • Role 2: HR Manager
   • Role 3: Department Head
3. Place signature fields for each role
4. Set signing order: Employee → HR Manager → Department Head

How it works:

1. Employee receives email and signs first
2. After employee signs, HR Manager receives email
3. After HR Manager signs, Department Head receives email
4. Document is completed after all three sign

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Template Setup for HR

Save time by creating reusable templates for common HR documents.

Creating an Employment Contract Template

1. Go to Templates page (Professional plan)
2. Click New Template
3. Upload your employment contract PDF
4. Enter template name: "Full-Time Employment Contract"
5. Define roles:
   • Employee - The new hire
   • HR Manager - HR representative
6. Place fields for each role:
   • Employee: Signature, Date, Initials
   • HR Manager: Signature, Date
7. Add merge fields for personalization:
   • Employee Name (merge_text)
   • Position (merge_text)
   • Start Date (merge_date)
   • Salary (merge_number)
   • Department (merge_text)
8. Save template

Using the Template

When you need to send an employment contract:

1. Go to Templates page
2. Click Use Template on "Full-Time Employment Contract"
3. Map roles to real people:
   • Employee → John Smith (john.smith@company.com)
   • HR Manager → Sarah Johnson (sarah.johnson@company.com)
4. Fill merge fields:
   • Position: Software Engineer
   • Start Date: 15 Jan 2025
   • Salary: 75000
   • Department: Engineering
5. Send for signature

Time savings: 90% faster than creating from scratch each time.

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Best Practices for HR

1. Folder Organization

Create a clear folder structure:

HR Documents/
├── Employment Contracts/
├── Offer Letters/
├── Policy Acknowledgments/
├── Tax Forms/
├── Benefits Enrollment/
└── Termination Documents/

2. Template Library

Build templates for frequently used documents:

• Full-time employment contract
• Part-time employment contract
• Contractor agreement
• Offer letter
• Policy acknowledgment
• Confidentiality agreement
• Direct deposit authorization

3. Reminders & Expiry

For time-sensitive documents:

• Set reminders every 2-3 days
• Set expiry date (7-14 days)
• Monitor pending documents daily

For non-urgent documents:

• Set reminders every 5-7 days
• Set longer expiry (30 days)

4. Audit Trails

Every signed document includes:

• Signer name and email
• Signature timestamp
• IP address
• Certificate of Completion

Keep these for:

• Legal compliance
• Employment disputes
• Audit requirements
• Record retention

5. Team Collaboration

Assign workspace roles:

• Admin - HR Director (full access)
• Member - HR Managers (create and send documents)
• Member - HR Coordinators (view-only via folder permissions)

Use folder permissions:

• HR Managers: Edit access (can send documents)
• HR Coordinators: View access (can track status)

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Security & Compliance

SignNXT provides HR teams with:

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Troubleshooting Common HR Scenarios

Employee Hasn't Signed After Multiple Reminders

Solution:

1. Check if email went to spam folder
2. Resend the signing link manually
3. Contact employee directly
4. If needed, void and resend document

Wrong Employee Information in Contract

Solution:

1. Void the document (if not yet signed)
2. Correct the information
3. Resend the document
4. If already signed, create a new corrected version

Need to Add Another Signer

Solution:

• SignNXT doesn't support adding signers after sending
• Void the current document
• Create new document with all signers
• Send for signature

Employee Declined to Sign

Solution:

1. Check the decline reason they provided
2. Address their concerns
3. Make necessary changes to the document
4. Send a new document for signature

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