How HR Teams Can Automate Employee Onboarding with Digital Signatures

Selecting the most suitable candidates for a job is just the beginning of the onboarding process, and most of the business organisations still rely on manual paperwork where several emails go back and forth, and finally it gets completed when the new employee puts pen to paper. It wastes a lot of valuable time for the HR department and also spoils the new hire’s experience, which in turn impacts the long-term productivity of that person. 

In this digital age, with the help of HR document automation, paperwork has been reduced significantly, and the entire onboarding has been streamlined, which is beneficial for both HR and new employees. Here we will tell you about how digital signatures have completely revolutionised the onboarding process and why SignPaperless is the best in the business regarding this. 

Why is Traditional Onboarding Failing in Today’s World?

An employee onboarding process requires the following documents: 

• Employment contracts
• Offer letters
• Non-disclosure agreements (NDAs)
• Tax forms
• Company policy acknowledgements
• Benefits of enrolment forms
• IT and security agreements

When a business chooses to handle the employee hiring drive manually, then they need to create a number of files, all with printed, scanned and signed documents which are emailed several times from one end to another. The primary challenges faced by a company in this phase are:

• Delays in document completion
• Increased administrative workload
• Higher printing and storage costs
• Risk of misplaced paperwork
• Difficulty tracking document status
• Compliance and audit concerns

Rise in the Demand of Digital Signatures

Nowadays digital signatures have become an integral part of businesses as part of HR operations. Documents are being sent digitally, and also employees can sign them from anywhere and by using any device after reviewing the document. 

HR departments which handle several hirings in a month, the digital signature facility can improve the accuracy and transparency in the entire process while boosting productivity by saving time.  

How Do Digital Signatures Help in Automated Employee Onboarding?

Digital signatures, when combined with the automation of the employee onboarding process, can work wonders for the business. When a selected candidate agrees to join the service, then the system will automatically distribute the following documents: 

• Employment contract
• Confidentiality agreement
• Tax documentation
• Employee handbook
• Benefits of enrolment forms

No one from HR needs to take any load regarding this. In case an employee forgets to complete the onboarding procedure, scheduled reminders will be sent to the concerned personnel by the system from time to time.

Advantages of Automation of Employee Onboarding 

• Completion of Process in Rapid Time - New hirings need not come to the office to sign the paperwork, as with a digital signature they can sign and agree to the rules and regulations mentioned on the contract from the comfort of their home within a few minutes. 
• Enhancing the Employee Experience - With a full digital onboarding, the employees will get a clear picture regarding the company’s values and work ethics. They can contribute from the very first day rather than focusing on completion of the paperwork. 
• Taking off the Administrative Load - People working in the HR department need not spend time in printing, scanning the documents for signing, along with organising files and sending reminder emails from time to time. Automation of the process ensures that they have more time to focus on employee engagement and talent enhancement. 
• Secure and Compliant - Whenever someone signs a document, its timestamp remains, and it is done only after signer identity authentication, which later helps immensely in audit trails. So, when your business chooses to use an HR digital signature platform from SIgnPaperless, all the digitally stored documents get the required security and help the company to comply with the employment rules and regulations. 
• Centralisation of the Document Storing Process - HR teams can get their hands on documents within a few clicks instead of searching through cabinets or scattered documents.

How to Choose the Right Digital Signature Platform for HR Automation?

While choosing a digital signature solution, HR teams should look for certain factors like the ease of signing, security and safety of the documents and integration abilities. 

We at SignPaperless have created the perfect combination of e-signatures and workflow automation which adds long-term value to the business. HR operations can be simplified by using a platform like SignPaperless, as we enable a business with automated document routing, reusable templates, secure cloud storage, real-time tracking, and legally compliant digital signatures.

Take Away Thoughts

Automation of employee onboarding with the help of e-signatures can save a lot of time for the HR department besides boosting compliance and generating a smoother experience while integrating people into the workforce. The combination of digital signing and employee onboarding documents software can ease the work of the HR department by mitigating the administrative work pressure. 

We here at SignPaperless make onboarding simple and efficient by managing the creation of documents, signing them digitally and storing the documents after getting them signed. So, join the digital revolution with SignPaperless and make hiring capable employees easier than ever before.