E-Signatures for HR Teams — Contracts, Onboarding & Approvals
Send contracts, offer letters, and onboarding forms that get signed in minutes. No chasing. No printing. Real-time tracking from HR to employee.
Employment Contract
HR Challenges We Solve
Streamline employee onboarding and document management
Slow Onboarding
New hires sitting idle while you chase paperwork. Start dates slipping. HR bottleneck.
Manual Follow-Ups
Hours spent emailing managers and employees asking "did you sign yet?"
Zero Visibility
Contracts scattered across email, spreadsheets, and desktops. No idea who signed or where approvals are stuck.
Features for HR Teams
Everything you need for digital employee documentation
Contracts & Offer Letters
Send offer letters, employment contracts, and employment agreements. Ready to send and track in minutes.
AI Document Setup
Included on every plan — no add-on feeUpload an offer letter, contract, or HR policy PDF and AI sets it up for you — placing signature and date fields, recognising which blanks are per-employee data (name, start date, salary) and wiring them for mail merge automatically, and even proposing the signing roles ("HR Manager", "Employee") for you to confirm. Review, adjust, send.
Learn moreTemplate Roles
Available on Professional planPre-assign roles (HR Manager, Employee, CEO) to document fields. Personalize every time you send.
Learn moreBulk Send with Mail Merge
Available on Professional planUpload a CSV — or pick a saved contact list — and send personalised copies to a whole intake of new hires at once, each with their own data. When everyone's signed, download every document (or every Certificate of Completion) as a single ZIP.
Learn moreKnow Who Hasn't Signed — Instantly
The Document Status & Aging report groups every document by status, shows how long each one has been waiting (with stale items flagged), and names the next pending signer with their email. Send them a reminder — or void a stuck document — in one click, without opening anything.
Learn moreSaved Contact Lists
Build your recipient lists once — "All Staff", "New Hires — June", "Managers" — and reuse them in any campaign. Policy re-acknowledgments to 80 employees stop being a CSV ritual and become two clicks. Import from CSV/Excel with automatic column mapping, or add people manually.
Your Brand, Not Ours
Available on Professional planSigning emails carry your logo, your brand colour, and your company name — "Salford & Co. via SignNXT", never an anonymous robot. Replies route to your team's address. Offer letters should look like they came from you, because they did.
Signing Order & Custom Workflows
Set approval flows such as HR → Manager → CEO → Employee, so every document follows the right sequence with no approvals out of order.
Learn moreAutomatic Reminders
Set one reminder rule per document or workspace. Signers get nudged until they sign. No manual follow-up.
Learn moreCertificate of Completion
A tamper-evident Certificate of Completion with a QR code anyone can scan to verify the signed contract — a verifiable completion record you can keep with your HR files.
Learn moreFull Audit Trail
Every action logged: sent, viewed, signed, declined, voided — with timestamps and IP addresses to support your compliance records.
Learn moreMerge Fields & Data Collection
Collect employee department, start date, phone, and emergency contact during signing — all in the document. Then export every response across a campaign to CSV in one click, ready to drop straight into your HR system.
Common Use Cases
How HR teams use SignNXT
HR Workflows
How HR teams use SignNXT to automate documentation & approvals
Employee Onboarding & Offer Letters
Digitise contracts, offer letters, and onboarding forms for faster hiring.
Policy Acknowledgment & Handbook Signing
Ensure employees sign and acknowledge policies with full compliance tracking.
HR Approval Workflows
Automate leave, expenses, travel requests, and internal HR approvals — without email chains or manual follow-ups.
From the blog: The HR onboarding workflow — 7 documents signed before day 1
HR E-Signature FAQs
Answers to common questions HR teams ask before moving to digital documentation.
What HR documents can be signed using SignNXT?▾
HR teams use SignNXT to send and sign employment contracts, offer letters, onboarding forms, policy acknowledgements, NDAs, and internal approval documents.
Can SignNXT be used for employment contracts?▾
Electronic signatures are recognised under major e-signature laws, including the U.S. ESIGN Act, UETA, the UK Electronic Communications Act, and the EU eIDAS framework. SignNXT supports legally enforceable signing workflows with signer agreement captured at signing, plus timestamps, IP addresses, audit trails, and a Certificate of Completion.
How do HR teams track signed and pending documents?▾
HR teams can see real-time document status showing who has signed, who hasn't, and where approvals are pending — all from a single dashboard.
Can SignNXT automate HR approvals and reminders?▾
Yes. HR teams can set approval workflows and automated reminders so documents move through managers and employees without manual follow-ups.
What happens if a document needs to be corrected or cancelled?▾
HR teams can decline, revise, or void documents at any stage to prevent incorrect or outdated approvals from being completed.
How do I follow up with employees who haven't signed yet?▾
The Document Status report shows every pending document, how long it has been waiting, and exactly which signer it is stuck on. You can send that person a reminder in one click — no need to open each document or chase the whole list. Automatic reminder rules can also nudge signers on a schedule you set once.
Can HR export the information employees fill in during signing?▾
Yes. Every value collected through document fields — department, start date, emergency contact, bank details — is gathered into a single table per campaign and exported to CSV in one click, ready for your HRIS or payroll system.
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