3 min

Electronic signature: use cases in HR departments


Using electronic signatures in any company’s Human Resource processes is key for improving the department’s productivity and making a difference at a time when getting an edge on the competition is becoming more difficult by the day.

Find out how the advanced electronic signature can help your company attract and retain the best professionals, as well as how to automate internal processes.

This post is also available in Spanish.


    Table of contents

1. Digital transformation of HR thanks to electronic signatures

2. Uses and advantages of the electronic signature in HR departments 

          - In the recruiting and onboarding processes 
          - Throughout employees' working life and at the end of it
          - Advantages within the HR department itself

3. Conclusion


1. Digital transformation of HR thanks to electronic signatures

In today’s day and age, there is no business sector or organisation that exempt from digital transformation as, far from simply applying the technologies to business, it implies undertaking new economic models, professionals and ways of working.

In this scenario, Human Resources departments play a decisive role in including the use of technology as a fundamental part of the company’s culture.

According to the second study on Digital Transformation in HR departments, carried out by Incipy, 60% of the companies surveyed in Spain confirmed that they are currently initiating a digital transformation process in Human Resources.

And if you’ve worked in a Human Resources department, you would have definitely had the experience of sending documentation to employees to sign and having to chase them to sign it at least once.

Improving this and other processes in an easy way, as well as positioning the company’s brand means incorporating tools, such as the electronic signature, into all of the Human Resources department’s documenting processes.

We will thus highlight all of the advantages that Signaturit could give these departments to help the team become more productive.

2. Uses and advantages of the electronic signature in HR departments


a. In the recruiting and onboarding processes

Both recruiting and onboarding a new employee tend to be very manual and time-consuming processes which generally require many departments to participate. Using the electronic signature throughout both processes is an element which helps to improve them and reduce costs.

Documentation such as confidentiality agreements, offers or contractual proposals, work-related risk prevention documents, etc, may be signed in a matter of hours, saving all the time it would have taken.

Furthermore, using them helps to mould a positive image of the company in candidates’ minds and acts as a factor that sets apart the companies that use them from those that don’t.



b. Throughout employees’ working life and at the end of it

There are many documents that need to be signed throughout any employee’s working life - payroll, contract extensions, pay rises, paternity leave, etc – as well as when a working relationship ends.

All this documentation goes throughout the Human Resources department and the greater the volume, the greater the advantages in using electronic signatures. Having everything in a digital format helps one to automate all the signature processes and check them.

Furthermore, being able to sign documents quickly and easily from any device means that fewer interruptions are caused to the work flows of those who need to chase a signature.


Full legal validity

A paper signature is as valid as an electronic signature, but the latter generates electronic and biometric proof that unequivocally identify the signer, meaning that there is stronger legal backing is greater in the event of a disagreement with an employee.

More information > How are dubious signatures analyzed in a judicial process? 

c. Advantages within the HR department itself

Using electronic signatures has many advantages for the HR department itself:

  • Decreasing the time spent on administrative paperwork: by streamlining and accelerating the recruiting and onboarding processes, the Human Resources staff have more time to spend on other kinds of tasks such as looking for new talent and managing internal events.

  • Reducing the department’s costs: by sending all kinds of documents and contracts to be signed online, they no longer need to be printed. This translates to a significant reduction in the costs of paper, ink and printing maintenance.

  • Retaining talent in the HR department: providing the Human Resources team with tools that make their job easier is not only a good way to improve their productivity, but it also increases their satisfaction with the company by making their repetitive tasks easier.


Many of the documents managed in Human Resources departments need to be processed with the utmost confidentiality as they include personal information. Digitalisation helps them to be processed without causing any risk to this documentation, by checking who has permission to access it and avoiding the risk of non-authorised third parties gaining access.



3. Conclusion

We are living in the digital era and Human Resources departments have to adapt. It is only a matter of time until electronic signatures are incorporated into all HR departments, because of the real benefits they brings to both the department and the company as a whole:

  • Projecting an image of a technological company that cares about the environment.
  • Decreasing costs associated with onboarding staff: less time, less money and fewer material resources invested.
  • Having a positive impact on the daily tasks of Human Resource staff by making their job easier and increasing their productivity.

This post is also available in Spanish.