Get started with E-signing and Document Templates

Modified on Thu, 22 Jan at 8:06 AM

How to Create Document Templates and Initiate E-Signing

With e-signing in Simployer One, you can create secure signing processes using your own document templates or choose from a wide range of ready-made templates provided by Simployer.

Our e-signing solution offers a smooth experience, allowing documents to be signed electronically using a Simployer One account or BankID (Sweden only). Once signed, documents are automatically uploaded and stored in Simployer One.

Common Use Cases for E-Signing

E-signing is commonly used for:

Employment contracts for candidates
Changes or renewals of employment contracts
Updates or amendments to job descriptions
Confirmation of company policies (e.g. IT & Security, Data Protection & Privacy Policy, Code of Conduct)
End-of-contract agreements or separation notifications

Permissions in E-Signing

By default, only Owners and Admins can create signing processes.

You can also allow Managers to initiate signing processes by adjusting permissions:
Settings → Permissions → Manager → E-signing / Signing process

Managers with this permission can start signing processes using existing templates, but they cannot edit templates.

Roles in a Signing Process

A signing process consists of four roles:

1. Target Employee

The target employee is the person the document is about. Their profile data is used to replace any variables in the document.

Only one target employee can be added per signing process
Adding a target employee automatically adds them as a signing party (this can be removed manually if needed)

2. Signing Parties

Signing parties are the people who must sign the document.

At least one signer is required
You can add multiple signing parties
Once all signing parties have signed, the document is sealed
Signing parties get read-only access to the signed document under Profile → Documents → Shared documents

3. Observers

Observers are optional and can follow the progress of the signing process.

Observers can view the document and track signatures
They receive read access to the signed PDF
You can add any number of observers

4. Signing Process Creator

The person who initiates the signing process.

Can follow the process at all stages
Can revoke or edit the signing process if needed
Becomes the owner of the signed PDF in Simployer One

Note: Only Signing Parties, Observers, and the Signing Process Creator can access the signed document. If an employee needs access, they must be assigned one of these roles.

Create Your Own Document Templates

You can create custom templates for employees or candidates.

Path:
Documents → Document templates → + New template
(Available to Owners and Admins only)

Steps:

Give the template a clear name (e.g. Employment Contract or Policy – Code of Conduct)
Add your document content
Use variables as placeholders (these are replaced with employee data during signing)
Preview the template using employee data, if needed
Click Save

You can edit templates at any time, but changes will only apply to new signing processes.
Ongoing signing processes will not be affected.

Set Up E-Signing for a Candidate

If a candidate is about to accept an offer, you can send them documents for signing before creating an employee profile.

Note: A candidate card is not the same as an employee profile. An employee profile is created only after moving the candidate to New hires.

Create a Candidate Card

Go to People → Employees → Candidates → Add candidate
Add details such as name, email, and phone number
1. No fields are mandatory
2. Email is required for e-signing
Click Save

From the Actions (three dots) menu, you can:

Send documents for signing (email required)
Move the candidate to New hires (creates an employee profile
Delete the candidate card

Set Up a Signing Process

Path:
Documents → Signing processes → + New signing process

Steps:

Name the signing process (e.g. Amendment of Employment Contract – Bill Dexhart)
Choose an existing template or create one from scratch
Add the target employee
1. Candidates appear at the bottom of the list
Add signing parties and observers (e.g. manager, CEO, team leader)
(Optional) Disable New signature notifications for this process
Preview the document if needed
Click Send or save it as a draft

Once all signing parties have signed, the document is sealed.

The signed PDF can be downloaded
It is automatically available under My documents / Shared documents for signers and observers

Revoke a Signing Process

If a mistake is made or circumstances change, the signing process creator can revoke a signing process.

How to Revoke:

Go to Signing processes
Open the Active tab
Click the three dots
Select Revoke signing

All involved parties will be notified.

Edit on Ongoing Signing Process

If you need to make changes to an active signing process, you can edit it so you don’t need to start the process from scratch.

What Happens When You Edit:

The current signing process is revoked
All signers are notified
A new draft is automatically created
You edit the draft as needed
Send the updated signing process again

E-Signing Notifications

During a signing process, the following email notifications may be sent:

Document signing process has started

Sent to Observers
Includes a link to view the document

New document to sign

Sent to Signing parties
Includes a link to sign the document

New signature

Sent to Observers, Signing parties, and the Signing process creator
Can be disabled during process creation

Document signed by all parties

Sent when all required signatures are completed

Signing process revoked

Sent if the signing process is revoked by the creator