eSignature for HR Onboarding That Closes Candidates Faster

Delayed Start Dates

Paperwork gets lost in the mail or sits on a candidate's desk, pushing back start dates and disrupting team planning.

Poor Candidate Experience

Clunky, paper-based processes make your company look outdated and disorganized, damaging your employer brand.

Compliance Nightmares

Missing signatures, incomplete forms, and unsecured documents create significant legal and audit risks.

Wasted HR Resources

Your team spends countless hours printing, mailing, tracking, and manually filing documents instead of focusing on strategic initiatives.

1. Prepare Your Documents

Upload your existing PDF or Word documents (offer letters, NDAs, I-9s, policy handbooks) or create reusable templates in eSignly.

2. Add Signers & Fields

Place fields for signatures, initials, dates, and text boxes. Assign them to the new hire, the hiring manager, or HR.

3. Click Send

Send the entire onboarding packet in a single email. The new hire receives a link to review and sign on any device—no account or app download required.

4. Track & Store Securely

Get real-time notifications as documents are opened, viewed, and signed. The final, legally binding document and its audit trail are stored securely in your account.

Sign in Minutes

Eliminate the delays of mail and printers. New hires can sign documents instantly from their phone or laptop, turning a week-long process into a five-minute task.

Ironclad Security

Protect sensitive employee data with enterprise-grade security. We are SOC 2, ISO 27001, HIPAA, and GDPR compliant, ensuring your data is always safe and secure.

Legally Binding & Auditable

Every signature is backed by a comprehensive, court-admissible audit trail that tracks every action, IP address, and timestamp, exceeding the legal standards of paper.

Effortless for New Hires

Provide a stellar first impression. Our intuitive, mobile-first interface guides new hires through the signing process smoothly. No login or app download required for signers.

Automate with Templates

Standardize your onboarding process. Create reusable templates for offer letters and new hire packets to ensure consistency and reduce document setup time to seconds.

Bulk Sending Capabilities

Onboarding a new class or seasonal team? Send the same document or packet to hundreds of recipients at once, each with their own unique, secure signing link.

Works with Your Tools

Integrate eSignly into your existing workflow. Our powerful API allows you to connect with your favorite HRIS, ATS, and document storage systems for a seamless data flow.

Start for Free

Experience the power of eSignly with no commitment. Our free plan is perfect for small businesses or for testing our platform before scaling up. Get started today.

Real-Time Tracking

End the guesswork. Your dashboard shows you the exact status of every document—who has signed, who has viewed it, and who you need to remind, all in one place.

Offer Letter & Employment Contract Signing

Secure top talent the moment they say 'yes'. Send legally binding offer letters and contracts that can be signed instantly on any device, dramatically reducing the risk of losing a candidate to a competitor.

• Accelerate time-to-acceptance.
• Enhance professionalism and brand image.
• Eliminate printing, scanning, and mailing costs.

New Hire Packet Automation

Bundle all your onboarding forms—I-9, W-4, direct deposit, emergency contacts—into a single, easy-to-manage digital packet. New hires can complete everything in one seamless session before their first day.

• Simplify the new hire experience.
• Ensure all required forms are completed at once.
• Reduce HR administrative time by up to 80%.

Policy & Handbook Acknowledgement

Ensure and prove that every new employee has read and acknowledged company policies, employee handbooks, and compliance training materials with a time-stamped, digital record.

• Create a defensible audit trail for compliance.
• Automate reminders for uncompleted acknowledgements.
• Centralize policy version control and distribution.

I-9 & W-4 Form Completion

Streamline the collection of critical government forms. Use our platform to have employees fill out and sign their I-9 and W-4 forms digitally, ensuring accuracy and timely submission.

• Improve accuracy with guided form fields.
• Securely collect and store sensitive tax information.
• Meet government compliance requirements digitally.

Bulk Sending for Seasonal or Group Hires

Efficiently onboard large groups of employees. Upload a list of new hires and send customized onboarding packets to everyone in a single click, then track completion for the entire cohort from one dashboard.

• Onboard hundreds of employees in minutes.
• Personalize documents with data from a CSV.
• Monitor group progress in real-time.

Reusable Template Creation

Standardize your most-used HR documents. Create templates with pre-placed signature fields, text boxes, and dates for offer letters, NDAs, and more, reducing setup time to just a few seconds.

• Ensure consistency across all new hires.
• Eliminate repetitive document preparation.
• Empower your team to send documents without errors.

Automated Reminders & Expiration

Stop manually chasing signatures. Set up automatic email reminders for pending documents and define expiration dates to create urgency and keep your onboarding process moving forward.

• Improve document completion rates.
• Free up HR staff from follow-up tasks.
• Maintain control over the signing timeline.

Comprehensive Audit Trail Generation

For every document, we automatically generate a detailed Certificate of Completion. This legally binding record includes signer names, emails, IP addresses, and timestamps for every action, ensuring ultimate defensibility.

• Exceed legal and regulatory compliance standards.
• Provide irrefutable proof of signature.
• Simplify audit preparation and response.

Custom Branding for Signing Experience

Reinforce your employer brand throughout the onboarding process. Add your company logo and custom brand colors to the emails and signing pages your new hires interact with.

• Provide a cohesive and professional brand experience.
• Increase trust and recognition for new hires.
• Differentiate your onboarding from competitors.

eSignature API for HRIS/ATS Integration

Embed e-signature functionality directly into your existing HR systems. Use our developer-friendly REST API to trigger signature requests, pre-fill documents with data, and receive status updates automatically.

• Create a fully automated, end-to-end onboarding workflow.
• Eliminate manual data entry between systems.
• Get your first API document signed in under an hour.

In-Person Signing for On-Site Onboarding

Handle day-one paperwork digitally, even in person. Use a tablet or computer to have new hires sign documents on the spot, keeping your entire process paperless and centralized.

• Capture signatures during orientation sessions.
• Maintain a 100% digital workflow.
• Instantly file documents without scanning.

Secure Document Storage & Management

Keep all your sensitive, signed HR documents in one secure, centralized repository. Easily search, access, and manage employee files without needing physical filing cabinets.

• Reduce physical storage costs and clutter.
• Improve document security and access control.
• Quickly locate any document for audits or reference.

Data Validation for Form Fields

Reduce errors and incomplete forms. Set rules for text fields to ensure data is entered in the correct format (e.g., phone numbers, SSNs), improving the quality of data you collect from day one.

• Minimize follow-ups to correct information.
• Ensure data integrity for payroll and HRIS systems.
• Improve the accuracy of new hire records.

Multi-Language Support for Global Teams

Onboard talent from around the world with a platform that speaks their language. eSignly supports over 18 languages for the signer interface, providing a welcoming experience for your international hires.

• Improve comprehension and comfort for non-English speakers.
• Demonstrate your company's global-mindedness.
• Seamlessly manage a diverse, international workforce.

Team Management & User Roles

Control who can send, view, and manage documents within your HR team. Assign different permission levels to recruiters, coordinators, and managers to ensure security and proper workflow management.

• Maintain strict access control over sensitive data.
• Delegate tasks without giving away full admin rights.
• Scale your usage across the entire HR department securely.

HRIS & ATS Platforms

Connect with popular Human Resource Information Systems and Applicant Tracking Systems like Workday, BambooHR, and Greenhouse. Trigger signature requests automatically when a candidate is moved to the hired stage.

Cloud Storage

Automatically save completed, signed onboarding packets to your company's preferred cloud storage provider, such as Google Drive, Dropbox, OneDrive, or Box, ensuring your records are always organized.

Single Sign-On (SSO)

Simplify user management and enhance security for your HR team. Integrate with SSO providers like Okta, Azure AD, and Google Workspace to allow your team to log in with existing credentials.

Powerful REST API

For ultimate flexibility, use our developer-friendly REST API to build custom integrations. Embed signing sessions, automate document generation, and create workflows tailored to your needs.

AES 256-bit Encryption

Protect sensitive employee data with industry-standard encryption at rest and in transit. Your documents remain unreadable to unauthorized parties, ensuring maximum confidentiality.

Compliance Audit Trails

Every document automatically generates a legally binding Certificate of Completion, recording every action, IP address, and timestamp for complete defensibility during audits.

Real-Time Webhooks

Receive instant updates on your document status (e.g., 'viewed', 'signed') directly into your own applications, enabling immediate downstream actions without polling for updates.

Mobile-First Architecture

Provide a seamless signing experience on any device. Our responsive design ensures your new hires can complete their onboarding paperwork on their phone or tablet just as easily as on a desktop.

Multi-Language Support

Onboard global talent with a platform that supports over 18 languages. The signing interface automatically adapts to provide a welcoming and clear experience for your international workforce.

Data Residency Controls

Maintain regulatory compliance by choosing the geographic region where your data is stored. We provide options to align with regional data privacy laws like GDPR and local regulations.

Automated Workflow Engine

Design complex signing sequences with our drag-and-drop workflow engine. Automatically route documents to multiple signers in a specific order and trigger notifications based on progress.

Digital Certificate Validation

Ensure the integrity of every signed document. We embed cryptographically verifiable digital signatures that confirm the document has not been altered after the final signature was applied.

Role-Based Access Control

Manage your team securely by defining precise permissions for each user. Control who can send documents, view sensitive data, and manage templates within your organization.

Dynamic Document Templating

Standardize your onboarding with reusable templates. Use dynamic fields to auto-populate documents with candidate data, ensuring 100% accuracy and massive time savings.

Bulk Processing

Handle large-scale hiring events effortlessly. Upload a CSV of your new hires, and we will automatically send personalized, secure signing links to every individual simultaneously.

Tech Startup Scales Hiring by 400% with Zero Added Admin Headcount

Overview: A venture-backed SaaS startup was experiencing explosive growth, needing to scale its engineering and sales teams from 50 to 200 employees in one year. Their manual onboarding process, managed by a single HR generalist using email and PDFs, quickly became an insurmountable bottleneck.

"eSignly took our onboarding process from a multi-day nightmare to a 15-minute workflow. We were able to handle a 4x increase in hiring without hiring another HR admin. Our new hires love it, and our CFO loves the ROI. It was a total game-changer for our ability to scale."

Rachel Manning
Head of People, Innovatech Solutions

Key Outcomes:

• Reduced average time-to-sign for offer letters from 4 days to 3 hours.
• Eliminated 95% of paperwork errors, saving 15+ hours of administrative work per week.
• Achieved a 100% on-time start date for all new hires post-implementation.

Healthcare Network Achieves HIPAA Compliance and Onboards Clinical Staff 80% Faster

Overview: A regional network of urgent care clinics needed to onboard nurses and medical assistants across 25 locations. Their process involved mailing sensitive documents, including contracts with compensation details and forms requiring Protected Health Information (PHI). This created significant HIPAA compliance risks and was incredibly slow.

"Security and compliance were non-negotiable for us. eSignly's HIPAA-compliant solution gave us the peace of mind we needed. The fact that we also cut our onboarding time from weeks to days was a massive operational win. Our clinic managers can now get staff on the floor much faster."

Thomas Lamb
COO, MedFirst Clinics

Key Outcomes:

• Reduced document turnaround time by 80%, from an average of 10 days to 2 days.
• Met all HIPAA requirements for handling documents with PHI, eliminating a major compliance risk.
• Saved an estimated $20,000 annually in printing, postage, and administrative overhead.

National Retailer Onboards 500+ Seasonal Employees in One Week with Bulk Send

Overview: A national retail chain with over 100 stores prepares for the holiday season by hiring hundreds of temporary staff in a short period. Their traditional method involved in-store hiring events where managers would collect paper applications and forms, leading to a mountain of paperwork, data entry errors, and lost documents.

"eSignly's bulk send feature is a lifesaver. We onboarded our entire seasonal workforce across 100 stores in a fraction of the time it used to take. We uploaded one CSV, clicked a button, and just watched the signed documents roll in. It's the most efficient tool in our HR stack."

Olivia Bishop
Director of HR Operations, StyleSpree Retail Corp.

Key Outcomes:

• Onboarded over 500 employees in under 48 hours.
• Reduced data entry for payroll by 100% by using the downloaded form data.
• Gained real-time, centralized tracking of onboarding status for all 100+ stores.

"eSignly has completely streamlined our onboarding. What used to be a week of back-and-forth emails is now done before the new hire's first day. The platform is incredibly intuitive for both our team and the candidates."

"The audit trail is the most valuable feature for us. In a regulated industry, having a bulletproof record of every signed document is critical. eSignly provides that and saves us a ton of time. The ROI was obvious within the first month."

"As a small business, we need tools that are simple, effective, and affordable. eSignly's free plan was the perfect entry point, and we've since upgraded. It makes us look as professional as our enterprise competitors."

"I can get an offer letter out and signed back in under an hour. In this market, that speed is the difference between closing a top candidate and losing them. I can't imagine going back to the old way."

"The API was surprisingly easy to work with. We integrated eSignly into our custom HR portal, and it's been rock-solid. The documentation is clear, and their support was responsive during the integration project."

"We use eSignly for both new hire onboarding and patient intake forms. The HIPAA compliance was essential for us, and the platform is so easy to use that our entire staff was trained in less than an hour."

1. Upload & Prepare

Start with your existing documents (PDF, DOCX) or create a reusable template. Drag and drop signature, initial, and text fields where they're needed.

2. Send & Notify

Enter the new hire's email address and click send. They immediately receive a branded email with a secure link to the documents.

3. Sign on Any Device

Your new hire opens the link on their phone, tablet, or computer and is guided through the signing process. No app or account is needed.

4. Track & Archive

Receive real-time status updates in your dashboard. Once complete, all parties get a copy, and the final document with its audit trail is securely stored.

Free Plan

Ideal for: Individuals and small businesses with occasional hiring needs.

• Up to 5 documents per month
• Legally binding signatures
• Real-time audit trail
• Mobile-friendly signing

Professional & Business Plans

Ideal for: Growing businesses and HR departments with regular hiring volume.

• Unlimited documents
• Reusable templates
• Custom branding
• Bulk sending
• In-person signing

Enterprise Plan with API Access

Ideal for: Large organizations needing advanced security, control, and integration.

• All Business features plus:
• eSignature API access
• Single Sign-On (SSO)
• Advanced team management
• HIPAA, 21 CFR Part 11 compliance

Are electronic signatures legally binding for employment documents?

Yes. eSignly signatures comply with the U.S. Electronic Signatures in Global and National Commerce (ESIGN) Act, the Uniform Electronic Transactions Act (UETA), and other international regulations like eIDAS in Europe. This makes them legally valid and enforceable for almost all HR documents, including offer letters, employment contracts, and policy acknowledgements.

Do my new hires need to create an eSignly account to sign documents?

No. This is a key feature of our platform. Signers receive a secure email link. They simply click the link to open, review, and sign the documents on any device with a web browser. No downloads, installations, or account creation is required for them, ensuring a frictionless experience.

How do you ensure the security of sensitive employee information like SSNs?

Security is our top priority. All documents are encrypted in transit and at rest. Our platform is hosted in SOC 2 Type II certified data centers, and we are compliant with ISO 27001. For sensitive data fields, you can use features to mask the information after entry, so it's not visible to anyone who doesn't have specific permissions.

Can I use eSignly for Form I-9?

Yes, the U.S. Citizenship and Immigration Services (USCIS) permits the use of electronic signatures for Form I-9. eSignly's platform can be used to complete and sign both Section 1 (by the employee) and Section 2 (by the employer) in a compliant manner. Our audit trail provides the necessary record-keeping.

What if I send a document with a mistake? Can I correct it?

Yes, as long as the document has not yet been completed by all signers, you can 'void' the document and send a corrected version. This maintains a clear document history and ensures that only the correct, final version is executed.

Can I automate the entire onboarding workflow with eSignly?

Yes. For the highest level of automation, you can use our eSignature API to integrate with your HRIS or ATS. For example, you can set up a workflow where moving a candidate to 'Hired' in your ATS automatically triggers eSignly to send them the onboarding packet, pre-filled with their data.

How does pricing work? Is it per user or per signature?

Our pricing is designed to be simple and scalable. Our paid plans are typically based on a per-user, per-month/year model, which includes a generous number of documents or unlimited documents depending on the plan. We do not charge per signature. We also offer a robust free plan to get you started. Check our pricing page for current details.

How long does it take to get started?

You can sign up and send your first document in under five minutes. The platform is designed to be intuitive. For more complex setups involving templates or API integrations, our support resources and team are available to help you get up and running quickly.

What happens after a document is signed by everyone?

Once the final signature is collected, the document is finalized. All parties automatically receive an email with the fully executed PDF attached. The final document, along with its comprehensive audit trail certificate, is also stored securely in your eSignly account for future access.

Can I track which new hires have not completed their paperwork?

Absolutely. The eSignly dashboard provides a real-time overview of all your outstanding documents. You can see who has opened, viewed, and signed, allowing you to easily identify who needs a reminder, which you can send directly from the platform.

AI-Powered Data Extraction

Imagine a new hire completes their onboarding packet, and their name, address, start date, and bank details are automatically and accurately populated in your HRIS and payroll systems. Our AI will eliminate manual data entry entirely, saving hours and preventing costly errors.

Smart Field Validation

Go beyond basic format checks. Our future AI will flag potential inconsistencies in real-time, such as a mismatched name between the offer letter and the I-9 form, prompting the user to correct it before submission and ensuring perfect data quality from the start.

Compliance Anomaly Detection

Our platform will proactively help you stay compliant. The AI will learn to identify missing required signatures in a packet, flag outdated policy versions, and even alert you to expiring credentials based on document content, turning your archive into a proactive compliance engine.