Human resources

Electronic signatures for human resources

Contracts, addenda, internal policies, equipment handovers and notices signed by your staff from their phones, at the signature level each document calls for and without a single sheet of paper to scan.

What it solves for HR

Electronic signatures in human resources let staff sign contracts, addenda, policies and equipment handovers from their phones, choosing the right level for each document (advanced with SMS PIN for anything with employment-law weight, simple for acknowledgments) and filing every signature in the employee's record with its evidence file.

Content reviewed on 17 October 2026

Usual level for contracts: Advanced signature Identification by PIN via text message or email, protected document
Usual level for acknowledgments: Simple signature Logging date, time, IP and document version
Signer: No account or installation Signs from their phone's browser
Validity: Full legal effect Art. 25(1) of the eIDAS Regulation
With Kimobox: No extra cost Built into the employee portal and HR workflows

Contracts and addenda

Advanced signature with SMS PIN for paperwork with employment-law weight.

Policies and notices

Simple-signature acknowledgment for anything that only needs proof of reading.

Company-wide sends

One document to hundreds of people, each with their own signature and evidence.

Reminders

Automatic nudges to anyone who has not signed, plus a pending-items dashboard.

From a phone

Employees sign from their phone, even before their first day.

Organized records

Every signed document, findable by person and type in seconds.

What gets signed

Everyday employment paperwork

Employment contracts, extensions and addenda
Remote work, confidentiality and non-compete agreements
Internal policies: device use, code of ethics, data protection
Handover of personal protective equipment and work materials
Acknowledgment of notices, training and procedures
Onboarding and offboarding paperwork

How it works

Paperless onboarding

1 The documents are preparedContract, policies and addenda, generated from your template or your HR software.
2 They reach the employeeBy email or text message, to their personal contact details, before day one if needed.
3 Each is signed at its levelAdvanced with PIN for the contract, simple for the policies.
4 Everything is filedIn their employee record, with the evidence file for each document.

Typical scenarios

What changes in HR's day-to-day

Manufacturing · 300 employees

New device policy for the whole workforce

Before Three hundred copies were printed, handed out shift by shift, and it took a month to collect the signatures. Nobody ever knew for sure who was missing.

After A single send with a simple-signature acknowledgment. The dashboard shows who is still missing and automatic reminders take care of the rest.

Hospitality · seasonal staff

Seasonal contracts signed before the start date

Before Contracts were signed on the first day at the office, with queues and documents left unsigned.

After Each worker signs their contract with an SMS PIN before joining. Day one is spent working.

Services · equipment handover

Company laptop and phone

Before Handovers were logged in a spreadsheet and, when an employee left, there was no way to prove what they had been given.

After The handover form is signed on the spot and stored in the employee record. When they leave, you know exactly what has to be returned.

Vocabulary

Useful HR terms

Acknowledgment of receipt: Proof that a person has received and read a document. With a simple signature and logged evidence, it establishes the date and the version received.
Bulk sending: Sending the same document to many signers at once, with each signing their own copy independently and with their own evidence.
Employee record: A digital folder holding all the documentation a person has signed throughout their relationship with the company.

Frequently asked questions

What people ask us before they start

What signature level does an employment contract need?

In practice, an advanced signature with solid evidence covers the vast majority of employment paperwork: contracts, addenda, agreements. A simple signature is enough to acknowledge policies and notices.

Can someone sign before they have joined?

Yes. They receive the link at their personal email or phone and sign from their mobile, with no need to access any company system.

What about staff without a company email?

It is sent to their phone by text message. They can also sign on a tablet at the workplace.

Can the same document go to the whole workforce?

Yes. Each person receives their own copy, signs independently, and the dashboard shows at any moment who has signed and who is still pending.

Does it integrate with our payroll or HR software?

Yes, through Kimobox Connector with A3 and other systems, or via API. If you already use the Kimobox employee portal, e-signature is included at no extra cost.

Try signing an employment contract in the demo

We will show you how to sign a real document at the level you need, in half an hour.

Request a demo

Keep exploring

E-signatures for employment contracts and HR paperwork

KimoSign lets human resources departments electronically sign employment contracts, addenda, remote work agreements, internal policies and PPE handovers with staff, from a phone and at the eIDAS signature level each document requires.

It includes bulk sending, automatic reminders, a pending-items dashboard and a record per employee, and it integrates with the Kimobox employee portal at no extra cost and with HR software such as A3.