Electronically Signed Attendance Sheet? Much More Than That

Every developer of modern time tracking systems in the 21st century strives to make more and more integrated functions available to users that ease the work of the HR department. This decade has presented completely new challenges to workers and employees alike.

Home office, hybrid strategy, Generation Z, labour shortage – but what does digital signature have to do with all this, and how do we use it to make our lives easier? We hope this article answers these questions!

The first thought about the e-signature module of a time tracking system: we send out electronically signed attendance sheets, which the employee also signs electronically. We save a great deal of paper, envelopes and the storage of these as well – yet this system is capable of much more. Let us see what else we can sign:

• Contracts and contract amendments
• Workplace policies (e.g. home office policy)
• Performance reviews
• Attendance sheets
• Any other external PDF document that we want to have officially signed by the employee and stored electronically

Let us start right away with an internal example:

There is a colleague of ours whom we last met in person a year ago last November. Nevertheless, every month they have an attendance sheet, which we send to them digitally signed, and if they find everything in order, they sign it too. Based on this, we process their payroll. They do an extremely good job, which we reward with a salary increase. This of course involves a contract amendment, which we sign and store electronically in the KELIO time tracking system. They received the raise based on their annual performance review, which was also signed by both parties – and the same is true for the goals set for the following period.

So that we are not biased by internal examples, here is an example from one of our clients:

They realised that under the current circumstances they can only recruit and retain workers of appropriate volume and quality if they accept the expectations that Generation Z has towards employers and meet them with the help of technology, regardless of the employee's location:

• Online recruitment/interview process
• Electronically signed contracts and contract amendments
• Electronic time tracking system
• Working time analysis
• Electronically signed performance reviews and career plans

This client of ours is constantly growing. They have just opened their 3rd office in Budapest and their first one outside the capital.

How does electronic signature help us?

HR efficiency

The significant reduction of administrative tasks provides the opportunity to focus on real added value.

Cost reduction

If we take into account the manpower saved, the printing and postage costs and the cost of physically storing documents, the savings are significant.

Speed

If we are in the fortunate position of being able to sit down with the employee in our own office and they sign their employment contract on the spot, nothing is faster than that. But if this employee is on the other side of the country, or abroad, we can save weeks on signing or amending a single contract.

How does it work?

Documents generated by the system (e.g. attendance sheets) or any other PDF document (contracts, performance reviews, cafeteria declarations, etc.) are signed on behalf of the company and sent to the employee for electronic signature.

Our employees receive the link to the company-signed document to be signed – together with a description of the signing process – by email or SMS. After reading the document, the employee can initiate the signature. At that point they receive a one-time code by email or SMS, which they must enter on the interface in order to sign the document.

On our e-signo admin interface, we can continuously track who has signed the sent document. Reminders can be sent for documents awaiting signature. Signed documents are automatically archived in the system, where they remain searchable and are also accessible from the employee's record.

The digital solutions of the 21st century help a company to develop and grow, but it is just as important that the human side of the company is able to meet this challenge. To help our clients map their level of HR digitalisation readiness, we give a one-day audit as a gift from our partner with every KELIO time tracking system.