Digital Signature
Send, sign and store HR documents in one place
RootHR’s Digital Signature feature gives UK employers one central place to send contracts and HR documents for electronic signature, track signing progress and keep signed copies with employee records all connected to the wider RootHR platform.
No card required · UK-based support · ISO 27001 certified
3x
Faster hiring
100%
Legally binding signs
∞
Document history
<2min
Contract to sign
The basics
What is e-signing in HR?
Electronic signing lets employees and employers sign HR documents online instead of printing, signing, scanning and emailing them back. It can be used for employment contracts, offer letters, policy acknowledgements, changes to terms and other everyday HR documents.
The signature itself is only part of the process. HR teams also need to know who received the document, whether it was opened, whether it was signed or declined and where the completed copy is stored.
RootHR’s Digital Signature feature keeps that process together. Upload the PDF, add signature fields, send a secure signing link and track the response. Once completed, the signed document stays connected to the employee record.
Signed documents, straight into the employee record
Every document sent through Digital Signature stays connected from sending through to completion, so your team can see what has been signed and where the finished copy belongs.
Any PDF, ready to sign
Upload an existing PDF and place the required signature fields exactly where you need them.
No login to sign
Signers open a secure token-based link without needing to create a RootHR account.
Single or multiple signers
Send the same document to one signer or several people on the employee or employer side.
Track every response
See when a document is opened, monitor outstanding signatures and capture a reason when someone declines.
Capabilities in detail
Everything you need for HR e-signing
From preparing a document to storing the signed copy, RootHR keeps the electronic signature process connected to your HR records.
- Turn an existing PDF into a signable document
- Send documents to one signer or multiple signers
- Sign using touch or a mouse
- Position signature fields visually on the document
- Send each signer a secure token-based link
- Track document views and signing progress
- Send reminders for outstanding signatures
- Keep signing activity visible across the employer account
How it works
From PDF to signed record
Four straightforward steps take an existing HR document from upload to a completed copy on the employee record.
01
Upload the PDF
Upload the document you already use – such as an offer letter, employment contract, policy or change-of-terms letter. There is no need to rebuild it from scratch.
02
Place the fields
Use the visual field picker to position each signature exactly where it needs to appear on the document.
03
Send the secure link
Send the document to one signer or several. Each person receives a secure link and can sign using a touchscreen or mouse without creating a RootHR login.
04
Track and complete
See when the document has been viewed, send reminders to anyone still outstanding and record a reason if a signer declines.
The completed document stays with the employee record rather than becoming another loose attachment to download and file manually.
From signed contract to onboarding
Once an employment contract has been signed, the document can stay connected to the employee’s wider onboarding process – without entering the same information again.
- Signed contracts attach to the employee record
- Keep signing and onboarding activity connected
- Reduce manual downloading and re-filing
See what has been signed and what is still waiting
Two clear views help your HR team keep completed and outstanding signatures visible.
Signatures stay with the right workflow
Keep offer letters, contracts and policy acknowledgements connected to the employee or onboarding step they relate to.
Outstanding signatures stay visible
See which documents are still waiting for action instead of relying on emails, spreadsheets or someone remembering to follow up.
Why it matters
A signature needs a clear record
When an important HR document is signed, you need more than the finished PDF. You also need a clear record of what happened before it was completed.
- See when a document has been opened
- Remind signers when a signature is still outstanding
- Record a reason when someone declines
- Keep signing activity visible from one place
Signed copies go where they belong
The final step of e-signing is often still manual: download the completed PDF, rename it and upload it back into the employee folder. RootHR keeps the completed document connected to the record it belongs to.
- Signed copies stay with the employee record without a download-and-re-upload step
- View tracking shows whether the document has been opened
- Declined documents can include a reason for your team to review
- Signing activity can be monitored across the employer account
What connects with Digital Signature
Electronic signatures are one part of a wider HR process. RootHR keeps signing connected to the features used before and after the document is completed.
Document Management
Keep completed documents with the employee records and document information they relate to.
Onboarding
Move from signed employment documents into the next onboarding steps without unnecessary re-keying.
Recruitment ATS
Send offer letters and employment documents from the recruitment process for signature.
HR Core
Keep contracts, signed documents and employee information connected to one central record.
Tasks & Workflows
Keep outstanding signature actions visible instead of relying on manual reminders.
Offboarding
Manage leaver and other exit documents as part of the employee’s wider offboarding process.
Digital Signature
Frequently asked questions
How does someone sign a document?
The signer opens a secure token-based link without needing a RootHR account. They review the document and sign using the on-screen signing area with a touchscreen or mouse. Your team can then track the document’s progress.
Can I send a document to more than one signer?
Yes. Documents can be sent to a single signer or several people, including employee and employer-side signers. Outstanding signatures can also be followed up with reminders.
Send your first document for signature
Book a walkthrough or register and start sending contracts and HR documents for electronic signature from RootHR.