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 Plan > E-Signature Templates.
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.
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.
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.
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
- Company
- Job title
Standard fields
- Textbox
- Checkbox
- Dropdown
- Radio group
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.
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 matches, Location 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.
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.
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.