Permissions: Owners and Coordinators

Product tier: Available for the Greenhouse Onboarding subscription tier

E-Signature templates allow your organization to assign e-signature documents to new hires and automate essential paperwork processes for your onboarding team.

This article covers how to edit your existing E-Signature templates.

Note: E-Signatures are available to the Greenhouse Onboarding subscription tier only. Learn more about the differences between Greenhouse Onboarding and Greenhouse Welcome.

Edit your E-Signature template

Note: Changes made to your E-Signature templates will not affect E-Signature documents that have been signed already.

From your Greenhouse Onboarding homepage, go to Settings Onboarding PlanE-Signature Templates.

Greenhouse Onboarding Settings page with navigation steps highlighted

On the E-Signature Templates page, click the three-dot icon next to the template you want to update.

Select Edit template from the dropdown to begin editing.

E-Signature Templates page with Edit Template option highlighted next to an existing template

Update your template's name and counter signer

In the template editor, use the Name field to edit your E-Signature template's name.

Mark the Requires a different public facing name? checkbox if you want a different name to be visible when employees sign this document.

If your E-Signature template includes a counter signer, you can update the assigned user with the Who should counter sign on this? field.

E-Signature editor first step for editing template name and counter signer

Click Next.

Place additional fields

In the next step, edit your existing E-Signature templates to add more fields.

Note: You can navigate directly to this step from the E-Signature Templates page. Click the three-dot icon next to the template you want to edit, then select Place Fields.

This option is available for custom E-Signature templates that your organization has created. You won't be able to place additional fields in default I-9 or W-4 forms.

E-Signature Templates page with Place Fields option selected for existing template

In the template editor, click and hold to drag any of the following fields into your E-Signature document:

Signature fields

  • Signature
  • Initials

Auto-fill fields

  • Date signed
  • Full name
  • Email
  • Company
  • Job title

Standard fields

  • Textbox
  • Checkbox
  • Dropdown
  • Radio group

E-Signature editor second step for adding more document fields

When you're done, click Continue.

Update your template's rules

In the next step, update your existing E-Signature template's employee match rules and assign date to specify who should receive this template and when.

Note: You can navigate directly to this step from the E-Signature Templates page. Click the three-dot icon next to the template you want to edit, then select Set Rules.

E-Signature Templates page with Set Rules option selected for existing template

Toggle the Add to Onboarding Plan switch on if you'd like this template to be assigned automatically to new hires when they receive their onboarding plan. 

Use the Assign Date dropdown to select a date relative to the new hire's start date or a custom assign date.

Use the dropdown fields for Department matchesLocation matches, Employment Status matches, and Other Criteria matches to specify which new hires should be assigned this template.

Example: You'd like to assign an E-Signature template to new hires who are part-time employees based in San Francisco. Select San Francisco for the location match and Part-time for the employment status match.

E-Signature editor third step for updating assign date and employee matches

Toggle the Add to Onboarding Plan switch off if you want to assign your E-Signature template manually on a case-by-case basis.

Note: If you toggle this switch to off, you won't be able to configure an assign date or new hire match rules.

E-Signature editor third step with Add to Onboarding Plan toggle switched off

Delete your E-Signature template

On the E-Signature Templates page, click the three-dot icon next to the template you want to update.

Select Delete template from the dropdown.

E-Signature Templates page with Delete option selected for existing template

Additional resources