Greenhouse Onboarding's e-signature feature is a great way to start new hires off on the right foot and will help automate paperwork for your onboarding team. The feature will allow you to upload and map e-signature forms for new hires with options to add co-signers and rules for automatically assigning specific documents.
To create a new e-signature template, click on the Settings tab from the navigational bar.
Click on the E-Signature Template tab from the left-hand panel. Click on Add Template to add a new e-signature template.
From the Create E-Signature Template dialogue box, give the template a name.
You may also want to give the template a public name when viewed by others. If you would like to create a public name for the template, click the checkbox for Requires a different public facing name and input the public facing name.
If your template requires a counter signer, click the checkbox for Requires a counter signer and choose the appropriate counter signer from the list.
Click on Select Source File to upload a PDF of your document and map where e-signatures, initials, and timestamps will be placed.
When you have finished, click on Next.
From the next page you can add signature lines, initials, textboxes, and sign dates by selecting the icon and clicking anywhere on your document- this will drop the field onto the page. Once the field is on the page, you will be able to move the field around, change the length of the field, set the field as required, and assign the field to be filled out by specific individuals.
When you are done mapping the form, click Continue.
In the last step of this process, you can apply rules to your template so that it will automatically generate. If you would like to have your template automatically assigned to new hires who match certain criteria, click on the checkbox next to Use rules to automatically assign to new hires? Rules can be set by department, location, employment status, and various other scenarios. If you would like to manually assign templates to new hires, leave the box unchecked.
When you have finished, click Save. Your e-signature template is now saved and is available to be assigned to new hires.
If you ever need to edit your template, edit rules, or delete the template, click on the three dots next to the template under the Action column.
Note: A counter signer cannot be changed when assigning documents to an employee. Likewise, any changes made to the template will not update documents already assigned.