Document signing
Document signing lets you send a contract to a candidate or client for e-signature and track it through to a fully signed copy, without leaving RecSphere or using a third-party signing tool.
Contract templates and the document builder​
Contracts are drafted from a contract record using templates you build once in the document builder. You can keep several templates and lay each one out differently, for example a permanent contract and a direct-engagement contract.
The builder is a full document editor. You pull any field into the document or into tables, preview the result and save the template. Once a template exists, it is ready to use for every contract of that type.
Common uses include:
- Candidate contracts for a worker placed in a role, for example Sarah Williams.
- Client contracts for the client behind the vacancy, for example NHS South West.
Generating drafts​
From the contract record, generate drafts. RecSphere populates the candidate and client information into the chosen templates.
You can choose which template is the candidate contract and which is the client contract, or let RecSphere use the system default. You can change the template before you send.
Sending contracts for signature​
When the drafts are ready, send the contracts:
- Pick the recipients: the candidate, the client, or both.
- Send.
Each recipient receives an email with a link that opens RecSphere's built-in e-signature experience. They sign there, and the signature is dated and timestamped with the signer's IP address. On submit, the signed contract returns to RecSphere and a notification is raised.
The signer does not need a RecSphere account.
Other ways to get a signature​
You do not have to email the link.
- Wet signature. Download the draft to print and sign by hand. You can download it from the contract record, or from the detail view by choosing to show drafts.
- Share the link another way. The signing link is generated when the documents are created, so you can also share it by another channel, for example by text.
Who gets notified​
The attached recruitment consultant is emailed and notified when contracts are signed. Users assigned to compliance and to payroll are notified too.
Users are assigned to payroll, logistics and compliance in user management, and that assignment controls which notifications they receive. Notifications fire at each contract stage: created, drafted, sent and signed.
The signed PDF and audit page​
The signed output is a PDF. Its final page is an audit page that records the signing timestamps, so you can confirm who signed what and when.
Every signed contract ends with an audit page recording each signature's date, timestamp and IP address.