What is an electronic signature?
An electronic signature (or e-signature) is a digital method of signing documents, providing legal validity and approval. It's commonly used for human resources and payroll documents.
In 2016, the European regulation eIDAS (Electronic Identification And Trust Services), defined the rules for using electronic signatures, ensuring their legal recognition across the European Union.
PayFit has partnered with YouSign, a certified electronic signature provider. You'll use the Simple eSignature plan, suitable for human resource documents. Make sure this aligns with your internal policy. For more details about the signature levels, visit the YouSign website.
Tip: This feature is available on our Standard and Premium plan. If you're on our Light plan, and you'd like to use electronic signatures, please contact us to request a demo or discuss upgrading your package.
What does PayFit's electronic signature feature offer?
The electronic signature feature allows you to manage documents and have them signed electronically by up to eight signatories. This is essential for documents like employment contracts, amendments or end-of-contract notices.
From PayFit, you can:
Share a document to be signed.
Manage the signature process.
Store the signed document, making it available to relevant employees.
How to share a document for signature
Note: Only PDF documents related to payroll and HR can be electronically signed in PayFit.
From the employee’s record, click the Documents tab.
Next to the relevant document to be signed, click the three dots (...), then Send for signature.
Choose who needs to sign:
➡️ Employee on payroll: Select from the drop-down list.
➡️ External signatory: Click @ Write an email address, enter their email, first name, and last name.
To specify a signing order, toggle on the I want the signatories to sign one after the other, in order option, then choose the order.
To add extra fields, such as a date, toggle on the I want to add signature variables (mention, date, signature) and place them on the document option.
Click Send to sign.
The first time you use this feature, you need to read and accept the general conditions of sale and use before sending the first document.
What happens after sending the document?
Once the document is sent:
A signature page is added at the end of the document.
PayFit sends signatories an email with a link to sign the document.
An orange pencil icon indicates the document is in the signing process. Once all signatures are completed, the pencil turns green.
For information about the signatory process, please refer to our Help Centre article.
How to track the status of signatures
From the left, choose Documents, then E-Signature.
There are three tabs:
In progress: Documents waiting to be signed;
Completed: Documents that are fully signed.
Expired: Documents not signed before the deadline.
From the In progress tab, click Actions (...) next to the document and click Signature steps to view its status.
You can also:
Send a reminder: Click Relaunch to remind the next signatory.
Cancel the request: Click Delete signature request.
Once signed, all signatories receive a confirmation email.
The document moves to the Completed tab and can be downloaded via Actions (…), then Download. Alternatively, you can access it in the employee's Documents tab.
Note: The fully signed document replaces the document that was originally added to the Documents section.
Employees with access to the employee space can view or download the document. Non-PayFit users can download it via the link in the email.