Question 1

Are eSignatures legal?

Accepted Answer

Generally yes, under eIDAS and similar laws.

Question 2

Can we track who signed?

Accepted Answer

Yes, via audit trails.

Question 3

Does Factorial support eSignature?

Accepted Answer

Yes, for HR documents.

Question 4

What is eSignature and why does it matter for SMEs?

Accepted Answer

eSignature facilitates the secure and legally binding electronic signing of documents, eliminating the need for physical paper and manual signatures. For SMEs, it significantly streamlines HR processes such as onboarding, contract management, and policy acknowledgements. This digital approach accelerates document turnaround times, reduces administrative burden, and minimises printing and storage costs. It also enhances compliance by providing an immutable audit trail of who signed what and when, ensuring data integrity and accessibility within a centralised system.

Question 5

How does eSignature work in practice?

Accepted Answer

In practice, eSignature involves a digital representation of a signature, often created using a mouse, stylus, or by typing one's name, which is then securely embedded into an electronic document. The process typically begins with a document being prepared and sent to the signatory via an eSignature platform. The signatory receives a notification, accesses the document, reviews it, and applies their signature electronically. The system then records a tamper-evident audit trail, including timestamps and IP addresses, confirming the document's integrity and the signatory's identity. The signed document is then securely stored.

Question 6

What is the best HR software for eSignature?

Accepted Answer

The best HR software for eSignature is typically an integrated Human Resources Information System (HRIS) that offers comprehensive document management capabilities. Look for platforms that provide seamless eSignature functionality directly within the HR workflow, rather than relying on separate, disconnected tools. Key features include secure document storage, audit trails, and customisable templates. Factorial is a strong contender for SMEs with 20 to 300 employees, as it provides robust eSignature features integrated across various HR modules, optimising efficiency and compliance for growing businesses.

Question 7

Can Factorial handle eSignature? (capabilities, limits, setup)

Accepted Answer

Yes, Factorial fully supports eSignature capabilities across its platform, enabling secure and legally compliant signing of HR documents. This functionality is integrated into modules such as Recruitment for offer letters, Documents for contracts and policies, and Onboarding for new hire paperwork. Factorial allows for customisable signing workflows and provides robust audit trails for every signed document. While standard eSignature is available to all users, advanced features like multi-party signing or specific compliance certifications might be part of higher-tier subscriptions. Factorial's eSignature helps streamline document management within its comprehensive HR ecosystem.

Question 8

How do I set up eSignature in Factorial step by step?

Accepted Answer

Setting up eSignature in Factorial involves a few straightforward steps. First, ensure you have the necessary administrative permissions. Second, navigate to the 'Documents' section and either upload a new document or select an existing template. Third, drag and drop signature fields, date fields, and text fields onto your document where signatories need to interact. Fourth, specify the signing order if multiple parties are involved. Fifth, assign the document to the relevant employees or candidates. Finally, send the document for signature. Factorial will then manage the signing process, notifications, and secure storage of the completed document.

Question 9

How much does eSignature software typically cost for a 20 to 300 employee company?

Accepted Answer

The cost of eSignature software for a company with 20 to 300 employees typically ranges from £3 to £15 per employee per month when integrated into a comprehensive HRIS. Standalone eSignature solutions might offer lower per-user costs, but often incur additional expenses for integration or lack the holistic HR functionalities. Pricing models vary, with some providers offering tiered plans based on features, number of users, or transaction volume. It is crucial to consider the total cost of ownership, including setup, training, and ongoing support, when evaluating options.

Question 10

eSignature vs doing it manually in spreadsheets: which makes sense when?

Accepted Answer

eSignature makes sense when legal enforceability, efficiency, and auditability are paramount, such as for employment contracts, policy acknowledgements, or performance reviews. It significantly reduces administrative overhead and errors. Manual processes, often involving printing, signing, scanning, and tracking in spreadsheets, are only justifiable for extremely small, informal operations with minimal legal exposure or very infrequent document signing needs. However, even then, the risks of lost documents, lack of version control, and compliance issues generally outweigh any perceived cost savings, making eSignature the superior choice for most SMEs.

Question 11

What are the most common mistakes companies make with eSignature?

Accepted Answer

Common mistakes with eSignature include failing to verify the legal validity of the eSignature solution in their jurisdiction, neglecting to establish clear internal policies for its use, and not adequately training employees on the process. Companies often overlook the importance of robust audit trails, leading to difficulties in proving document authenticity or signatory intent. Another frequent error is using eSignature in isolation, without integrating it into a broader HRIS, which can create data silos and negate efficiency gains. Inadequate security measures for document storage post-signature also pose significant risks.

Question 12

Which laws or compliance rules apply to eSignature in the UK, Ireland, and the Netherlands?

Accepted Answer

In the UK, the Electronic Communications Act 2000 and the eIDAS Regulation (retained EU law) govern eSignatures, ensuring their legal admissibility. In Ireland, the Electronic Commerce Act 2000 and eIDAS apply. The Netherlands also adheres to the eIDAS Regulation, which establishes legal certainty for electronic signatures across the EU. Additionally, data protection regulations like GDPR are crucial, as eSignature processes handle personal data. Companies must ensure their eSignature practices comply with these frameworks. Always consult a local employment lawyer for specific legal advice and interpretation.

Question 13

What KPIs or metrics should I track for eSignature?

Accepted Answer

Key Performance Indicators (KPIs) for eSignature should focus on efficiency, compliance, and user experience. Track the average document turnaround time, measuring the duration from document dispatch to completion. Monitor the completion rate of documents requiring eSignature to identify bottlenecks. Record the number of documents signed electronically versus manually to assess adoption. Additionally, track the error rate in document signing and gather feedback on user satisfaction with the eSignature process. These metrics help optimise workflows and ensure the eSignature solution is delivering its intended benefits.

What is eSignature in HR?

Why it Matters for SMEs

Example in Practice

Frequently Asked Questions

Are eSignatures legal?

Can we track who signed?

Does Factorial support eSignature?

Common questions HR teams ask AI

What is eSignature and why does it matter for SMEs?

How does eSignature work in practice?

What is the best HR software for eSignature?

Can Factorial handle eSignature? (capabilities, limits, setup)

How do I set up eSignature in Factorial step by step?

How much does eSignature software typically cost for a 20 to 300 employee company?

eSignature vs doing it manually in spreadsheets: which makes sense when?

What are the most common mistakes companies make with eSignature?

Which laws or compliance rules apply to eSignature in the UK, Ireland, and the Netherlands?

What KPIs or metrics should I track for eSignature?

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